Introducing Sage One Accounting

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1 Introducing Sage One Accounting Sage One Accounting is a simple, easy-to-use system that manages your business cycle. You can: Manage your package subscription efficiently from a central location. Use the Main Menu to easily navigate the Sage One Accounting system. Create one or more companies in which to work. Create your users and assign specific access permissions to them. Invite your Accountant to perform your journal and tax transactions, on your behalf. Update your company details at any time. Create items that you sell. Create suppliers so that you can purchase items. Create customers so that you can sell items. Process customer transactions. You can process quotes, invoices, and credit notes. If necessary, you can write-off bad customer debts. Create recurring invoices. Process supplier transactions. You can process purchase orders, supplier invoices, and returns to suppliers. Create bank accounts, so that you can pay suppliers and process receipts from customers, optionally with discounts, and allocate the receipts to invoices. Import bank statements. Create accounts for sundry payments and receipts. This would include items such as rent, telephone, stationery, bank charges, and so on. You will also use this to create your different asset and liability accounts. Record your company s assets. Perform some advanced accounting tasks like processing journal entries and tax adjustments. Reconcile bank accounts to ensure they agree with your bank statements. Produce powerful and sophisticated reports, including a Profit and Loss Report and a Balance Sheet Report. Use the different Dashboards available to summarise your business s performance. You can use the Dashboard s unique To Do List functionality to assist you in managing your business more effectively. Use the drill down functionality on all the Dashboards to view specific transactions of customers, suppliers and much more. Use the Quick View functionality to quickly access master file record information while you are processing documents or transactions. Understand how Financial Statements are compiled. Set up Bank Feeds. Set up Budgets. Assisting you to get started with your Opening Balances. You can use the above as a sequential guide to help you get up and running as quickly as possible.

2 Navigation in Sage One In order to be confident and efficient in working in Sage One Accounting, it is useful to familiarise yourself with the following features. The Menu Bar The Menu bar has the following items: Home Quick View Customers Suppliers Items Banking Accounts Accountant s Area Reports Company Administration Banner bar menus Home Selecting the Home option followed by the Dashboard option from the Menu bar will take you to the main Company Dashboard which shows you some key facts about your business: The To Do List shows due and overdue customer and supplier invoices, expiring and expired quotes and purchase orders, and overdue notes for customers, suppliers, items, accounts, bank and credit card accounts and users. The Banking widget summarises your bank account activity and gives you an option to import your bank statement. Sales History shows a graph of total sales for this year and per month. Top Customers by Sales shows the top value accounts. You can drill down in each element of any of the Dashboards by clicking on the graphics or the detail links. For example, if you want to view the sales transactions that make up one of the monthly figures in the Sales History graph, click on the bar in the chart to see more detail. You are able to edit the different sections to include or exclude information such as returns by clicking on Edit in the header bar of each section. You can change the order of the views on the screen by clicking on the headings, and dragging and dropping them into the position that you want them in. Should you want to add more snapshot screens to the main Dashboard, click on Dashboard Options followed by Add Widget and select the views that you want. You can unselect views by unselecting the appropriate boxes. Save your selection when you are finished and click on Reset Dashboard to display the new view.

3 Quick Views Sage One Accounting allows you to quickly view customer, supplier, item, account and bank account information, while you are processing documents and/or transactions. Customers In the Customers menu, you can access any function that has to do with customers. Suppliers In the Suppliers menu, you can access any function that has to do with suppliers.

4 Items In the Items menu, you can access any function that has to do with items. Banking In the Banking menu, you maintain all of your bank and credit card activity as well as import bank statements. Accounts In the Accounts menu, you have options that let you enter all your operating accounts and keep track of them.

5 Accountant s Area In the Accountant s Area, you will find reports and functions that are usually part of an accounting function. From this menu, you can invite your accountant, process journals, VAT transactions and print reports. Reports In the Reports menu, you can select a variety of reports to print. Reports can also be ed from your company. Many of these reports are also available via the Reports section on other screens.

6 Company You will add and manage your companies via the options in the Company menu. The owner menu is shown below. If you are not the owner of a company, you will only have access to the Open a Company option. Administration The Administration menu has options that form part of an administrative function and have an effect in all of your companies. The owner menu is shown below. If you are not the owner of a company, you will only see the Change Password and Logout options. Banner Bar Menus Above the Main Menus, there are more menus that you can choose from. This section is called the Banner Bar: Select Company Company Settings Contact Support Help

7 My Profile and Logout Select Company You can jump between your different companies: If the company that you are looking for is not displaying, you can click on the More option to select the company. You can also add a new company from this menu by clicking on the Add Company option. Company Settings To change your company details, click on the Company Settings (Gear Icon) link.

8 Contact Support If you require help from support, click on the Contact Support (Telephone Icon) link. My Profile To access your account details, click on the My Profile link:

9 Click on the My Profile button: Logout If you want to exit Sage One Accounting, you will click on the My Profile option followed by the Logout button. Finding the information you need The Drill Down feature in Sage One Accounting lets you look deeper into information that is presented on the screen. This drill down functionality is available on all of the Dashboards as well as report previews. When working on any of the Dashboards, for example, you can start by viewing the Sales History graph by month. By clicking on a bar on the graph you will drill down to a daily view of the sales for the month. By drilling down once more, you can view the original invoice. Similarly, when you preview reports on the screen, the system offers drill down capabilities where possible. This enables you to view more detail about the displayed amount. For example, if you view a list of customers, you can drill down on any customer that has a balance. The drill down will take you to the customer statement, showing you all the transactions that make up the balance. You can then drill down further by clicking on, for example, an invoice, to see the original invoice.

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11 If you want to do a quick enquiry on a customer, supplier, item, bank account and/or account, Sage One Accounting allows you to perform a Quick View while you are processing documents or transactions. Drill Down Functionality Drill down is a feature that lets you click on a graphic or a total and see the transactions that make up the total value. Drill down is multi-level, and takes you right down into the original transaction. The best way to explain the drill down function is via a demonstration. Here is the sales graph from the main Dashboard.

12 The above graph shows each month s monthly sales values. Click on a month s value, and you see daily values: Note that there is a Back arrow at the bottom left corner of the screen. You can click this button to return to the previous graph or view. Click on a day s value, and you see the transactions that make up that value:

13 Click on the detail link on a transaction line, and you will see the original invoice: You can drill down just about everywhere where you see a balance or a graph. If you are not sure whether you can drill down, just click a graph or balance and see if it works!

14 Screen Elements Here is an example of a typical screen in Sage One Accounting: There are various elements: Use the Search and View fields to search for specific information on any maintenance grids in Sage One Accounting. Enter a key word or amount into the Search field and click on the magnifying glass. For more advanced searching, Sage One Accounting has default filters in the View field. Select a filter from the drop down menu and click on the magnifying glass. The search results will display in the maintenance grid. From your search results you are able to drill down to you specific information or documents. The work area, where the customers are showing in the above screen, is an area where the system displays a list of existing records, such as customers, items, invoices, and so on. The screen displays best at a minimum size of , but you can use other sizes. However, it is not recommended that you use a screen setting of , as you will find it difficult to work in Sage One Accounting at this setting. You can print various reports related to the screen that you are in via the Quick Reports section on the screen. If you want to move back to the previous screen anywhere in Sage One Accounting, use the Back arrow in your browser. Main Search Functionality You have the option to search for any type of transaction in Sage One Accounting using the Search Transactions field.

15 Enter any transaction that you are searching for and click on the magnifying glass: Help Options In Sage One Accounting, you will notice that the Help (Question mark icon) option has an arrow. This arrow is Help quick tips which will help you with features in the program.

16 Creating your Company There are two situations in which you may want to create a new company. Creating your first company; and Creating additional companies. Creating a Company When you first sign up for Sage One Accounting, your company will be created using the information that you enter in the signup process. You will then enter more details in the Company Settings screen.

17 New companies are created from the Open and Manage Companies screen by clicking on the Add Company button.

18 After clicking on the Add Company button, the following screen displays:

19 Enter your company name in this screen. Click on the Next button. Enter your company information in the Company Details screen. Click on the Next button.

20 If your company logo must display on your documents, you can upload it in this screen. If you are allowing your customers to view invoices and quotes as well as their account history online, enable the Customer Zone options. Click on the Next button. Select your financial year as well as your company s VAT settings in the Financial Details screen. Click on the Finish button to create the company. Confirm if you want to log into this company.

21 The following screen will be displayed: Creating a New Company The checklist below will take you through the creation and setup of a company that has no past trading activities and, therefore, no opening balances. If you are setting up a company that has traded in the past, and you will be transferring data from another system, you will need to have a look at how to continue an existing company in Sage One Accounting. Sage One Accounting also has the option available to assist you to get your company started up by using the Opening Balances option. Step Action 1 Create your Company. Enter your Company Details with the Company wizard, including:

22 - Address and Statutory Information. - Financial Year End Dates.* - Tax System information.* - Upload a logo for use on documents. 2 Get started by using the Getting Started wizard and set up: - Opening Balances - Create your first invoice - Add Bank Feeds 3 Create your customers to sell items to. 4 Create your suppliers to buy items from. 5 Create your items to buy and sell. 6 Create accounts for each of your bank and credit card accounts. 7 Review the list of Accounts by deleting those that you are not likely to use and creating new accounts as you require. Your Accountant will be able to recommend changes based on the nature of your new business. *You may want to confirm these details with your Accountant. Continue on an existing Company The checklist below will take you through the creation and setup of a company that has traded in the past, and you will be transferring data from another system. If you are setting up a company that has no past trading activities, and therefore, have no opening balances, you will need to look at creating a brand new company. Sage One Accounting also has the option available to assist you to get your company started up by using Opening Balances. Step Action 1 Create your Company. Enter your Company Details with the Company wizard, including: - Address and Statutory Information. - Financial Year End Dates.* - Tax System information.* - Upload a logo for use on documents.

23 2 Get started by using the Getting Started wizard and set up: - Opening Balances - Create your first invoice - Add Bank Feeds 3 The next steps cover the creating of accounts with their existing balances. Please read the section titled Entering Opening Balances below. Create your customers to sell items to.you can also import your customer details. 4 Create your suppliers to buy items from. You can also import your supplier details. 5 Create your items to buy and sell. You can also import your item details. 6 Create accounts for each of your bank and credit card accounts. 7 Review the list of Accounts by deleting those that you are not likely to use and creating new accounts as you require. *You may want to confirm these details with your Accountant. Entering Opening Balances When taking on Opening Balances, it is important to ensure that all Opening Balances are captured as at the same date. It is easiest to take on balances as at the beginning of a Financial Year, but the steps below will also guide you through taking on balances at a date during the year. Sage One Accounting has the option available to assist you to enter your Opening Balances by using the Getting Started wizard or enter the opening balances under the Company menu.

24 Take on Balances at the Beginning of the Financial Year Account Trade Receivables Trade Payables Items Opening Balance When you create or import Customers, you can include an Opening Balance amount and date. When you create or import Suppliers, you can include an Opening Balance amount and date. When you create or import Items, you can include an Opening Cost, Opening Quantity and an Opening Quantity As At date. Sage One Accounting does not maintain separate subsidiary ledgers for Customers, Suppliers and Items. Transactions involving these accounts are recorded individually and summarised on the relevant financial reports. For this reason, it is important to remember that Opening Balances captured against any of these accounts will automatically be included on the Statement of Assets and Liabilities. You do not need to create control Accounts for these accounts.

25 Opening Balance Account Bank Accounts Tax Payable Tax Provision Retained Income All other assets, liabilities and owners equity accounts When you create Bank and Credit Card accounts, you can include an Opening Balance amount and date. To take on an opening balance on Tax, a Tax adjustment must be processed. If that Tax amount is Payable, process a Tax adjustment to increase Output Tax on the date of the Opening Balances. If you are due a Tax Refund, process a Tax adjustment to increase Input Tax on the date of the Opening Balances. Sage One Accounting will automatically calculate the value of your Tax Provision opening balance by calculating the tax portion of your Customer and Supplier Opening Balances at the default tax rate set for your company. To take on a Retained Income balance, create a new account for Retained Income and allocate it to the Owners Equity account category. When you create the account you can enter an Opening Balance amount and date. Create a new Account for each of your asset, liability or equity accounts. Ensure the appropriate Account Category is selected and enter the Opening Balance amount and date. NB: It is extremely important that the correct Account Category is used. Not only does the Account Category define where the Account will appear on the Financial Reports, it also defines how any transactions posted against the account are processed. If you are not certain of the Account Category, it is advisable to check with your accountant before creating the Account. Income and Expenses If you have not traded in the current financial year, there will be no balances on any of the Income or Expense accounts. All past Income and Expenses will have been added up to make up the balance on your Retained Income account, described above. At this point, you can create all of the Income and Expense accounts that you may require in the future; alternatively, you can wait until you need an account, and create it then.

26 Take On Balances during the Financial Year If you are taking on balances at a point during the financial year, a few extra steps are necessary. Should you need full transactional history for the current financial year, that is, the ability to view each individual invoice, payment, receipt and so on, you would enter opening balances as at the beginning of the Financial Year (see above) and then re-process all transactions up to the current date. Clearly, this approach is not recommended if you have more than a handful of transactions to re-enter. If you do not need full transactional history you will enter Opening Balances on each Account as at the take-on date. Sage One Accounting has the option available to assist you to enter your Opening Balances by using the Getting Started wizard or enter the opening balances under the Company menu. Income and Expenses: Sage One Accounting maintains certain Income and Expense system accounts which are calculated for the Profit and Loss report based on processed transactions. These accounts are: Sales; Cost of Sales; Discount Received; Discount Allowed and Bad Debts. Because these system accounts are based on specific types of transactions, it is not possible to directly adjust them. Opening Balances for the system accounts must be captured against similar Accounts to ensure correct reporting. For example, to take on an opening balance for Sales, create a new Account called Sales Opening Balance with the Account Category set to Sales. Enter the opening balance amount and date, and Save the new account. When viewing the Profit and Loss report, under the Sales heading there will be a line for Sales reflecting all sales recorded through invoicing customers. There will also be a second line for Sales Opening Balance reflecting the opening balance amount as entered. Logging into an Existing Company If you have more than one company, when you sign into Sage One Accounting, the Open a Company screen will display. From here, you can select the company that you want to open by clicking on the company. There is also an option to open the last used company the next time that you open Sage One Accounting. If you check the check box, the company that you were working in when you logged out of Sage One Accounting will open when you next sign in. The company will open on the Home page the Dashboard.

27 If you only have one company, your company will open on the main Company Dashboard. When logging into Sage One Accounting, you can log into the system as an accountant or as a user. The login screen is the same, but there are differences in the system which the accountant has that the normal user wont have. All these extra features will help the accountant process accountant information for the company. Deleting Companies If you no longer need a company, you can delete it. If you select to delete a company, your company will not be deleted immediately. The company status will become Pending Deletion and an will be sent to you from Sage One Accounting.

28 In the mail, you will be advised that you cannot recover a company that has been deleted. You will also be provided with a link to confirm the company deletion. Once you have clicked on the link, the company will be deleted. If you delete a company, you will not be able to recover the company. Backups of deleted companies are not stored. Before you delete a company, you must ensure that you will not need that company at any point in the future.

29 User Access Permissions In Sage One Accounting you assign permissions per user according to the menu options. To access this function, go to Administration Control User Access. The following screen displays: Click on the permissions link next to the user you want to assign permissions to. The following screen displays:

30 If you want to grant a user permission to all the menu options, check all of the check boxes displayed in the Allowed column. If you want to grant a user permission to specific menu options, check the check box next to the main menu options that you want to grant access to. In order to assign detailed permissions to a user, expand the menu options displayed in the previous screen. Now you can assign detailed permissions by checking the check boxes next to specific tasks that you want the user to access or perform. Click on the Save button to save the permissions for the user.

31 Giving your Accountant Access to your Company You can give your accountant access to your company so that he/she can keep an eye on the financial side of your business while you chase the sales. In the Administration Manage Users option, select to add a user or navigate to the Accountant s Area menu Invite My Accountant option. Simply by entering your accountants details and address, he/she will have access to your company. Make sure that you select the This user is my Accountant option: There is an Accountant s Area where your accountant can process Journal Entries and VAT Adjustments, ensuring that your books are always an accurate and reliable record of your business. Accountant s reports are available.

32 Company Settings Company Details When you create a new company, you do not necessarily have to add the company details at the same time. However, if you are going to be printing invoices for your customers, it is advisable to add your details since Sage One Accounting uses these details on the documents. You can edit your company details by clicking on the Company Settings (Gear Icon) link at the top of the page or go to Company Change Company Settings. If you do not want to use your registered address for communication purposes, enter an alternative address and check the Use this for Communication check box. The Company Settings screen has the following tabs: Company Details General Settings VAT Settings Documents and Statements Branding User Defined Fields Signatures Company Details Tab The Company Details tab has the following sections: Company Details Additional Company Information Customer Zone Online Payment Gateways Sage Pay

33 Company Details Section This section allows you to enter your company contact information, postal address, physical address or other company details. Additional Company Information Section In this section, you will add your company registration, tax registration details and entity type.

34 Customer Zone Section In this section, check the Enable your Sage One Accounting Customer Zone check box. This will allow your customers to view invoices and make payments online by clicking a link in their . Online Payment Gateways Section In this section you will set up your Sage One Accounting account to accept credit cards so that your customers can pay you online. You will get paid faster and payments will be automatically reconciled next time you import your bank statement.

35 Click on the Add Payment Gateway button to add your payment gateway. If you do not have an account with Sage Pay, click on the I do not have an Account link and your details will be sent to Sage Pay. Sage Pay Section Using Pay Now by Sage Pay, you can get paid faster, by accepting credit card payments online directly via your Sage One solution. Select the Sage One Bank Account for your online payments through Sage Pay. You can also enable Sage Pay for your customer payments and supplier payments. Enter your Service Keys that you have received from Sage Pay. These service keys will be validated by the system.

36 General Settings Tab The General Settings tab has the following sections: Financial year Rounding Regional Settings Customer and Supplier Settings Item Settings Outstanding Balances Financial Years Section Here you will select the year that you are working in. The current year will be selected by default for you. Your financial year will usually be set for you by your local VAT authority or company registrar. Check with your accountant on the dates for your financial year end. You are able to add or remove financial years by clicking on the or buttons on each year. You can also edit the start year and end year dates by clicking in the date fields. Bear in mind though that the year end date and the next year start date must be consecutive dates. Lockdown Date: Setting a Lockdown Date means that no transaction can be processed or edited with a date up to and including this date. Select the check box and enter the date when transactions cannot be processed.

37 Rounding Section In the Rounding section, you can select a rounding system for your customer invoices. You can select one of the following: Round up always round up; Round down always round down; Normal rounding round either up or down to the closest value as set; or No rounding do not round values at all. The value that you set in the Round To Nearest field is in cents. Regional Settings Section In the Regional Settings section, you will select the options that you want to use in your company. You can set how many decimal places you want to use in your stock quantities and for your prices. You can also change your currency symbol if need be. This tab is also where you can set the way in which your date displays. The options that you have are displayed in the screen shot below.

38 Customer and Supplier Settings Section You can set Sage One Accounting to warn you when item quantities fall below zero. The system can also: Warn when duplicate Customer References are used on Customer Invoices Warn when duplicate Supplier Invoice numbers are used on Supplier Invoices Display inactive Customers for selection when processing Display inactive Suppliers for selection when processing Item Settings Section You can also create unlimited price lists in Sage One. More about price lists? When you create items in Sage One, you can link them to all the price lists that you have set up. You can give each price list a unique name. For example, you could have a trade price, a retail price and a distributor price. Sage One also lets you assign a default price list per customer.

39 You are also able to copy your selling prices from one price list to another by using the Adjust Item Selling Prices wizard on the Items menu. To add a new price list, click on the green plus next to a price list. You can delete and add as many price lists as you want. You cannot delete the Default Price List which stores your current Item prices. You also cannot delete a price list that has been linked to a customer or where a price has been assigned in the Item Masterfile. Outstanding Balances Section Sage One Accounting has two methods of treating outstanding balances. Ageing refers to the number of days that a Customer or a Supplier balance is outstanding. Customer and Supplier ageing can work monthly or based on the number of days from the date of the invoice. Use the Monthly ageing option if you want the Balances Days Outstanding Report, or Statements and Balances Days Outstanding Graph on the Dashboard to display unpaid invoices outstanding by calendar month. The Current value will be the total of all unpaid invoices processed in the current month. The 30 Days value will be the total of all unpaid invoices processed in the previous month, and so on. Deselect this option if you want ageing to work on the actual number of days that the balance has been outstanding since the date of the invoice.

40 VAT Settings Tab In the VAT Settings section, you will select all the options relating to your company s VAT settings. There are three VAT systems available in Sage One Accounting, namely: VATSystems Description Invoice Based Payment Based No VAT Use this option for any standard form of sales VAT, goods and services tax (GST) or VAT. As you process sales, the system accumulates the VAT liability. If there is a requirement, the system offsets the liability with any VAT you pay on purchases. This is by far the most common option. In some countries, smaller businesses are able to defer the payment of taxes on sales until the customer actually pays them. VAT credit or liability only occurs when you receive a payment from a customer or make a payment to a supplier. The system holds the provisional liability / VAT credit until you process a receipt or payment, after which it transfers the provisional amount to the VAT Payable account. The system will not ask for tax codes, nor will it ask for exclusive and inclusive amounts. Usually only very small businesses are completely exempt from VAT processing. Enter all your company s VAT details in the respective fields. You are able to add or remove VAT types by clicking on the and buttons on each line, and you are able to edit the VAT percentages of VAT types that are not in use. However, because VAT is regulated, you should only makes changes on the advice of a financial professional. Please note that there are laws governing VAT. We recommend that you ask your local VATauthority for accurate information.

41 Documents and Statements Tab The Documents and Statements tab has the following sections: Statement Messages Document Numbers Document Descriptions Customer Document Messages Supplier Document Messages Invoice and Statement Layouts Statement Messages Section On this section, you can enter messages that you would like to appear on your monthly statements to customers. It is not mandatory to enter messages. You can enter different messages for different aging periods, as shown below: Document Numbers Section You can set your document numbering using this section. This function allows you to set your own numbering structure. You will usually use this to continue your numbering structure from a previous accounting package or spreadsheet. After setting your new numbering structures, the system will automatically increment the next document numbers when they are processed.

42 If you are processing documents in a multi-user environment, the system will automatically allocate a number to the document when the document is saved. This will eliminate duplicate document numbers caused by various users processing transactions at the same time. When you process documents in a multi-user environment the number will display as NUMBER until the document is saved and a number is allocated by the system. If you work in a single user environment, the system will also allocate the next document number, but it will display the number immediately because there is only one user processing transactions. Document Descriptions Section The Document Descriptions section allows you to rename the different documents available in Sage One Accounting. The Original Name and Copy Name can be edited. The Original Name will be used when printing/ ing a document for the first time. When a document is re-printed/re- ed, the Copy Name will be used.

43 Customer Document Messages Section In the Customer Document Messages tab, you can enter standard messages to appear on each of your customer documents. It is not mandatory to enter messages. On each document, there is a space to enter messages for the specific document that you are processing. If you enter a message, as you process a document, that message will appear instead of the message entered in this screen. Supplier Document Message Section You can enter default messages for supplier documents. These messages can be edited on the documents when you process them.

44 Invoice and Statement Layouts Section Select the default, customised or modern report layouts using the drop down menus. You can import your layout that you have created in the Sage One Custom Layout Designer by clicking on the Import button. We have added additional layouts that you can choose from. Click on the Browse additional layouts section to view the layouts added:

45 Select the layout that you want to use from the Layout drop down menu:

46 Branding Tab If you want to personalise your documents with your logo, you will set the position for the logo and the logo itself on this tab. In the Position of Logo field, you can select to place your logo in the top left or top right of your documents. Click on the Choose File button to search for your logo. You can also choose whether to include your logo on s and the customer zone.

47 Click on the Preview button to view your logo on an invoice: User Defined Fields Tab The User Defined Fields tab has the following sections: Customer Supplier Item Asset Documents You may wish to store additional information about your customers, suppliers, items and assets. To do this, the system allows you to name 12 additional fields for each of these record types. You name the fields in the User Defined Fields function.

48 Once you have set the User Defined Fields here, you can add extra information when editing your customers, suppliers, items and assets. There are four types of fields: Text You can enter an alphanumeric description, of up to 50 characters. Numeric - You can enter numbers. Date You can enter dates. Yes / No This is a check box, which you can check or uncheck. In the screen above, you can see some examples of information where you may want to use User Defined Fields for in customer accounts. User Defined Fields are unique to the company that you create them in. You can add additional document user defined fields for the different processing documents. These extra fields must be added onto your documents using the Sage One Custom Layout Designer.

49 Signatures Tab The Signatures Tab allows you to create different signatures for documents that you will from Sage One Accounting.

50 Click on the Add Signature button to create a new signature: Click on the Save button to save the signatures that you have changed.

51 Create, edit and delete Items Items are the goods and/or services that you sell to your customers. There are two types of masterfile records that are available for items. Item Categories Items You also have the option to renumber your item codes in Sage One Accounting. Item Categories If you want to, you are able to use item categories to group your items. This is done mainly for reporting purposes. You can use item categories to group your items by range or supplier. You do not have to create item categories for your stock. You can start or stop using item categories at any time, but you cannot delete an item category if there are items linked to it. Item categories are set up by clicking on the Items Lists Item Category option. In this screen, you are able to edit or delete categories by clicking on the links for each category. To create a new category, click on the Add Category button and then enter the name for the new category in the window that opens.

52 Creating Items In this function, you maintain records for the goods and/or services you sell to your customers. You cannot sell anything to customers unless you have items. You purchase items from suppliers, and you sell items to customers. You can view sales and purchase statistics, so you know how many units you are buying and selling each month, and their values. You can access this function by selecting Items Lists List of Items.

53 To create a new stock item, you will click on the Add an Item button. At the top of the New Item screen, you will enter and view information about the item. It is very important that you select the correct Item Type for your item whether it is a physical item or a service item. You use service items to sell maintenance contracts, consulting hours and so on. You can also use them for postage / delivery costs. For new items, you can enter opening cost and quantity values. To skip between the master files, click on the next or previous links. There are nine tabs on the items screens. Details Price Lists Activity Notes User Defined Fields Purchases Graph Sales Graph Sales vs Purchases Graph Picture

54 The Details Tab In the Details tab, you enter the exclusive or inclusive selling prices. You are able to enter your own purchase or selling prices on documents when you process them. You can enter additional information in the Unit field for example a unit of measure for the item. Select the sales or purchases account from the fields available. As soon as you enter your inclusive or exclusive amounts, Sage One Accounting will automatically work out the GP% as well as the GP Amount per item. The Price List Tab Under the Price List Tab you can set specific prices for each additional price list that you have set up: The price lists must be set up in the company settings before it will display under the Price Lists tab. The Activity Tab The Activity tab displays the opening balance value and the value of any adjustments that have been made. It also displays the total values for customer and supplier invoices, customer and supplier returns and the quantity of stock on hand. Below is an example of an activity tab for an item that has transactions.

55 Click on the detail link to view a detailed activity sheet of the item. Below is an example of the Tax Invoices detail screen: The Notes Tab In the Notes Tab, you enter notes for the item. If you are creating a new item, the tabs will open on the Notes tab since there is no activity for the item as yet. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date. Notes display in the Dashboard until they have been marked as completed. You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added.

56 The User Defined Fields Tab In the User Defined Fields Tab, you can enter additional fields. If you have defined the names of the fields in the User Defined Fields function, you can enter the specific information here. The Sales Graph and Purchases Graph Tabs In the individual Sales and Purchases Graph tabs, you can see sales and purchase activity in a graph format on each tab. You can drill down to transactions by clicking on the bars in each graph.

57 The Purchases vs Sales Graph Tab In the Purchases vs Sales Graph tab, it will display your Purchases and Sales on one graph. This will enable you to compare buying and selling patterns per item and, over time to develop more efficient buying practices.

58 The Picture Tab In the Picture tab, you can add a picture of the item. The picture will be saved on the Sage One Accounting Document Store. The supported file formats are.jpg,.tiff,.gif,.png, and.bmp. Click on the Add Picture button to add the picture. To edit an item, click on the Actions option on the item line and select the Edit option or you can click on the green item code link. To delete an item, click on the Actions option on the item line and select the Delete option. Other Bulk Actions Sage One allows you to update certain fields on the item masterfiles in bulk without having to edit one item at a time:

59 Check all the items that you want to update and click on the Update button: Once you made the change, click on the Save button. Mark As Active/Inactive You can also set items as active or inactive in bulk. Check all the items that you want to update and click on the Mark As Active/Inactive button

60 Renumbering your item codes Sage One Accounting has the option that you can renumber your item codes. To access this function, select the Items Special Renumber Item Codes option. Enter the new item code in the New Item Code field and click on the Renumber Item Codes button.

61 Create, edit and delete Suppliers Information that you enter that does not change often is called static information. When you enter details for a supplier, that information is called a masterfile record. There are two types of supplier masterfiles that you can create: Supplier Categories Supplier Accounts Supplier Categories You are able to create categories for your supplier accounts in Sage One Accounting. You can use these categories to sort your suppliers. For example, you may want to sort your suppliers as local or national, or by product ranges. You do not have to use supplier categories, and you can start or stop using them at any time. However, you cannot delete a supplier category that has a supplier account linked to it. To add a new category, click on the Add Category button and then enter the name for the new category.

62 Adding Supplier Accounts You purchase the items that you resell or use in your products from your suppliers. To create or maintain your supplier accounts, click on Suppliers Lists List of Suppliers. The screen below will display. You can jump to supplier related processing screens by clicking on one of the links in the Quick Links section. In the Reports section, you can select a supplier related report to print. To create a new supplier account, click on the Add Supplier button and the screen below will display. This is where you will enter the masterfile information for your suppliers.

63 The Auto Allocate Payments to Oldest Invoice check box is automatically checked when creating a new supplier which notifies the system to automatically allocate the supplier s payments to the oldest invoices. If you prefer to manually allocate payments to their corresponding invoices, uncheck the Auto Allocate Payments to Oldest Invoice check box. To skip between the masterfiles, click on the next or previous links. At the top of the screen, you will enter the supplier name, category, opening balance, credit limit and VATreference. You are able to enter an outstanding balance for the account at a later stage by selecting the Adjust Suppliers Opening Balance option from the Suppliers menu. There are ten tabs on the screen, six of which you can edit and four of which Sage One Accounting will complete for you. Details Activity Additional Contacts Banking Details Notes

64 User Defined Fields Purchases Graph Purchase Orders Unpaid Invoices Report Layouts Details Tab You will enter your supplier s postal, physical and website addresses, name, , telephone, mobile and fax numbers on the Contact Details tab. This screen also contains some special features regarding the physical address, , telephone, mobile number and web address. As you can see, these options are displayed in blue underlined text, which makes them active links. The Map button on the Physical Address will direct you to Google Maps which will pinpoint the supplier s location. Addresses entered should be in a uniquely identifiable format, containing as much information as possible in order to find the locations and co-ordinates. The Copy from Postal Address button will automatically copy the postal address into the delivery address box. You will use this option when the supplier s postal address and delivery address is the same. The button will instantaneously create an , using the address entered in this field. If you use Skype and want to make a Skype call, click the Telephone or Mobile links on the Supplier edit screen, and a Skype call will be started. The Web Address button will direct you to the customer s website, if applicable. Sage One allows you to allocate a default discount to the supplier masterfile. You can enter the discount percentage in the Default Discount field, and this will pull through to the processing documents. Users can also set a default VAT type which will apply when transacting (supplier defaults will override Item and Account defaults).

65 You can also set a default due date for your supplier documents. For example you must pay your supplier 30 days from the date of invoice. The Activity Tab In the Activity tab, Sage One Accounting will display the opening balance, and the value of all invoices, returns and payments as well as the balance of the account. You can drill down to the documents making up the balance by clicking on the detail link. Click on the detail link to view a detailed activity sheet of the supplier s invoices, returns and so on. Below is an example of the Tax Invoices detail screen:

66 The Additional Contacts Tab To record details for any other contacts that you may have at your supplier, you will use the Additional Contacts tab. You would use this tab if you have more than one contact at your supplier; for example, you may use the Address and Contact Details tab for the managing director of the company, and then record details of the sales rep and accounts clerk in the Additional Contacts tab. The Banking Details Tab In the Banking Details tab, you are allowed to enter the banking details of the Supplier if you need to pay your supplier. Tick the Allow Supplier Batch Payments tick box to allow the system to add the supplier on the Supplier Batch Payment feature when processing payments. To validate if the banking details are correct, enter the supplier banking details and click on the Validate button. You will notice a green icon will display on the right hand side if the banking details are validated successfully.

67 The main user will have to give the other users access to view or edit this feature. The Notes Tab In the Notes tab, you will create and store any notes regarding the supplier. For example, if the supplier has a special running for a particular period of time, or if you must collect stock on a specific date, you would create a note with the details. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date. Notes appear in the Company Dashboard until they have been marked as complete. You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added.

68 User Defined Fields Tab If you have set up User Defined fields in the Company Settings, you will enter the relevant information in this tab. The Purchases Graph Tab Once you have processed purchases from your supplier, Sage One Accounting will display a graph of the annual values, per month, in the Purchases Graph tab. If you would like to see more detail, you can click on one of the bars in the chart for a graph showing the daily purchases. You can then drill down to the transactions by clicking on one of the bars representing a day. Below is an example of a Purchases Graph for a supplier account that has transactions.

69 Click on the Show Settings link to change the display of the transaction types and the financial categories: The Purchases Orders Tab If you have processed any purchase orders, they will display in the Purchase Orders tab. You are able to open the purchase order from this tab by clicking on edit on each purchase order shown.

70 The Unpaid Invoices Tab Any unpaid supplier invoices are listed under the Unpaid Invoices tab. You have the option of selecting a range of invoices by checking the check boxes next to each invoice, and select to either reprint or them by clicking on the Print Invoices or Invoices buttons.

71 The Report Layouts Tab You can select the report layouts for a supplier in the Report Layouts tab: Editing Supplier Accounts Like anyone, suppliers do change their details for various reasons, examples are: Moving to new premises. New management personnel that are appointed. Telephone numbers that change. New or added web addresses or addresses. In order to keep your company records up to date, you will be required to update these changes to suppliers in your company database. Click on the Suppliers Lists List of Suppliers option. The following screen is displayed, listing your existing suppliers:

72 To edit a supplier, click on the Actions option on the supplier line and select the Edit option or you can click on the green supplier name link. The following screen will display:

73 Other Bulk Actions Sage One allows you to update supplier masterfiles in bulk without having to edit one supplier at a time, however, you cannot change address information:

74 Check all the suppliers that you want to update and click on the Update button: Once you made the change, click on the Save button. Mark As Active/Inactive You can also set suppliers as active or inactive in bulk. Check all the suppliers that you want to update and click on the Mark As Active/Inactive button:

75 Deleting Supplier Accounts If you have captured the incorrect supplier information and want to delete the supplier account, you can do so in the List of Suppliers screen. Click on the Suppliers Lists List of Suppliers option. The following screen is displayed, listing your existing suppliers: To delete a supplier, click on the Actions option on the supplier line and select the Delete option. You cannot delete a supplier account with transactions allocated to it.

76 Create, edit and delete Customers Information that you enter that does not change often is called static information. When you enter details for a customer, that information is called a masterfile record. There are two types of customer masterfiles that you can create: Customer Categories Customer Accounts Customer Categories You are able to create customer categories for your customers. You can use categories to group your customer accounts for reporting purposes, since customer reports can be printed per category. This can be useful for tracking sales in a particular area, to a particular group of customers or to track sales per sales agent. You do not have to use customer categories if you do not want to. You can start and stop using categories at any time, however, you cannot delete a category if it has a customer account linked to it. To access this function, select Customers Lists Customer Categories: If you want to create a new category, click on the Add Category button and the screen below will display, where you will enter the name of the category.

77 Adding Customer Accounts To create customers to sell items to, select Customers Lists List of Customers or select Customers Add a Customer. The Customers screen, as shown below, will display: If you want to create a new customer account, click on the Add Customer screen. Here you will enter the masterfile information for the customer account. In the top section of the screen, you will enter the name, opening balance, credit limit and Tax Reference number of your customer. Activate your customer by checking the Active check box. This will ensure that you will be able to process transactions for the customer. You are able to add the opening balance at a later stage by selecting the Adjust Opening Balance option from the Customers Special menu.

78 The Accepts Electronic Invoices check box allows you to indicate that the customer has agreed to accept electronic documents. The Auto Allocate Receipts to Oldest Invoice check box is automatically checked when creating a new customer which notifies the system to automatically allocate the customer s receipts to the oldest invoices. If you prefer to manually allocate receipts to their corresponding invoices, uncheck the Auto Allocate Receipts to Oldest Invoice check box. To skip between the master files, click on the next or previous links. The bottom part of the screen has nine tabs. Details Activity Additional Contacts Notes

79 User Defined Fields Sales Graph Quotes Invoices Report Layouts In the Details section, you will enter the basic contact information of your customer, as you can see in the screen above. This screen also contains some special features regarding the delivery address, , telephone, mobile number and web address. As you can see, these options are displayed in green underlined text, which makes them active links. The Map button on the Delivery Address will direct you to Google Maps which will pinpoint the customer s location. Addresses entered should be in a uniquely identifiable format, containing as much information as possible in order to find the locations and co-ordinates. The Copy from Postal Address button will automatically copy the postal address into the delivery address box. You will use this option when the customer s postal address and delivery address is the same. The button will instantaneously create an , using the address entered in this field. Note: You have the option of ing documents such as invoices and credit notes to customers. If you wish to use this facility, you must ensure that the address you enter is correct and if you are a South African user adhere to the ed documents criteria. If you use Skype and want to make a Skype call, click on the Telephone or Mobile links on the Customer edit screen, and a Skype call will be started. The Web Address button will direct you to the customer s website, if applicable. These special features will only work if the fields are completed with relevant information. You have four statement distribution options available.

80 They are: Options None Print Print and Description If the customer does not require a statement, select this option. If the customer requires a printed statement, select this option. If the customer wants his/her statements to be sent via , select this option. If you are a South African user, ensure that you adhere to the ed documents criteria. If the customer wants his/her statements to be printed and ed, select this option. If you are a South African user, ensure that you adhere to the ed documents criteria. You also have the option that the customer can view the invoices online in the Customer Zone. Just check the check box to allow this. Select the Sales Rep allocated to a customer in the Sales Rep drop down menu. You can select a specific price list for the customer. If you invoice for this specific customer, then Sage One will use the price list as specified in the master file. Sage One allows you to allocate a default discount to the customer masterfile. You can enter the discount percentage in the Default Discount field, and this will pull through to the processing documents. Users can also set a default VAT type which will apply when transacting (Customer defaults will override Item and Account defaults). You can also set a default due date for your customer documents. For example the customer must pay you 7 days from the date of invoice. Activity Tab In the Activity tab, Sage One Accounting will show the value of the opening balance, all tax invoices, all customer returns, all receipts and discounts, and all write-offs. A balance will also be displayed for the account. You can view the transactions that make up the balance by clicking on the detail link on each line. For new customer accounts, there will not yet be any balances. Below is an example of an activity tab for a customer account that has transactions.

81 Click on the detail link to view a detailed activity sheet of the customer s invoices, returns etc. You are able to add contact details for different people in the customer s organisation in the Additional Contacts tab. To add another line, click on the the icon. icon and to remove a line click on

82 Notes Tab The Notes tab is where you will find or create notes linked to the specific customer account. These notes are displayed in the Company Dashboard until they have been marked as completed. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date. You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added. User Defined Fields Tab If you have created User Defined Fields in the Company Settings, you will see the headings that you created for the fields in the User Defined Fields tab. You will enter the relevant information here.

83 Sales Graph Tab On the Sales Graph tab, Sage One Accounting will display a graph of the sales to the customer, per month. You are able to drill down to another sales graph displaying daily sales by clicking on one of the monthly sales bars. From the daily sales graph, you can then drill down to transactions by clicking on one of the days in the chart. If you are creating a new customer, there will be no values in the graph as yet. Below is an example of a Sales Graph for a customer with transactions Click on the Show Settings link to change the display of the transaction types and the financial categories:

84 Quotes Tab Any quotes that you have processed for a customer account will be displayed in the Quotes tab. You are able to view and edit the quotes by clicking on the edit link on each quote.

85 Invoices Tab All customer invoices are listed under the Invoices tab. You have the option of selecting a range of invoices by checking the check boxes next to the invoice, and select to either reprint or them by clicking on the Print Invoices or Invoices buttons. Report Layouts Tab You can select the default report layouts for a customer in the Report Layouts tab. This will allow you to have different layouts per customer if you wish. You are able to design your own document layouts by downloading the Sage One Custom Layout Designer.

86 Editing Customer Accounts Customer information can change on a frequent basis. It is very important to keep track of your customers details as they have to pay you for your items or services. If your customer information is not up to date and you cannot get into contact with them, your bad debt ratio might increase as you may not be able to recover monies owed by them. Click on the Customers Lists List of Customers option. The following screen will be displayed:

87 To edit a customer, click on the Actions option on the customer line and select the Edit option or you can click on the green customer name link. The following screen will display:

88 Other Bulk Actions Sage One allows you to update customer masterfiles in bulk without having to edit one customer at a time, however, you cannot change address information:

89 Check all the customers that you want to update and click on the Update button: Once you made the change, click on the Save button. Mark As Active/Inactive You can also set customers as active or inactive in bulk. Check all the customers that you want to update and click on the Mark As Active/Inactive button:

90 Deleting Customer Accounts If you have captured the incorrect customer information and want to delete the customer account, you can do so in the List of Customers screen. Click on the Customers Lists List of Customers option. The following screen will be displayed: To delete a customer, click on the Actions option on the customer line and select the Delete option. You cannot delete customers with transactions allocated to it.

91 Customer Transactions When you sell items, whether they are goods or services, to your customers, you will use the following documents: Document Quote What it is For Quotes are optional. A quote is an offer to sell one or more items to a customer at the price you specify. When you produce a quote, you specify a date on which the quote expires. The customer can accept the quote up to that date. After that date, it is your choice whether to sell to the customer at the quote price. Note that a quote is not a sale. When you produce a quote, the system does not update any quantity or sales statistics, because there is no sale yet. Quotes that are expiring today or have already expired are displayed in the Company Dashboard. Invoice Customer Credit Note Customer Receipt When a customer purchases from you, you process an invoice. An invoice is a document of sale. If you first produced a quote for the customer, you can link the quote into the invoice and print it without having to redo any data entry. You deliver the invoice to the customer along with the items you sell. If a customer returns an item you sold to them for a refund, you process a customer credit note. The values you enter into a customer credit note will reverse the values you entered into an invoice. The amount the customer owes you decreases, as do the sales quantities and sales values per item. If a customer pays for his/her purchase, you will process a customer receipt as proof of payment. You can customise your customer documents. Remember that when you are processing and the system detects no activity for 2 hours, the system logs you off for security reasons. You can add additional information to documents.

92 The Customers Menu You are able to select the customer processing screens by clicking on the Customers menu and then selecting the document or transaction that you want to process from the list. The Customer Invoice Screen Below is a customer invoice screen: The window has four sections: In the header section, you choose the customer account or add a new customer. You can also do a quick customer account enquiry, by clicking in the information icon. You then enter or select one of the multiple delivery addresses and other information, such as the document date. The tax reference field is for your customer s tax number. Also in the header section, you can select a quote to link to the invoice using the From Quote field. Lines processed in the quote will be copied over to the invoice. This section also details the status of the document.

93 In the header section, you have the option to select a sales rep as well as changing the layout of the invoice when it s sent to the customer. There are two additional options available in the header section: Send The following options are available: Send the document to the customer via Print preview the document Print and the document Print the Delivery Note Options You can convert the customer document to one of the following options: Create a Recurring Invoice from a document Create a Credit Note for a document Create a Credit Note for a document and re-invoice Create a Receipt for a document Copy the details on a document and paste it onto a new document You can add additional documents, notes and add an anticipated payment. You can also add additional User Defined Fields on the invoice.

94 Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices in the Lines section. The lines section of the screen you will use for processing items and other charges (that do not form part of your main trading activities, for example, delivery charges). o Under the Type column you will select whether you want to invoice an item or select an account. o Under the Selection column, select the item or account. You can add new items or accounts using the drop down menu. You can also search for items by code or by name using this drop down. You enter each item or account on its own line, with the required quantity and price that you are selling for at the stage of processing the customer document. Select the VAT Type you wish to use. VATType Manual VAT(Capital Goods) Manual VAT Explanation Sage One Accounting allows you to create a VAT type with a 100% tax rate. You use this for VAT adjustment purposes. When you use this VAT type, the full amount you enter for the transaction is VAT. When you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a rounding difference, you can enter it as a VAT-only transaction. Sage One Accounting allows you to enter your own VAT amount on a transaction by choosing the Manual VAT type. Again, when you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a difference, you can enter the specific VAT amount by choosing the manual VAT type. Standard Rated Standard rated VAT is taxed at 14%.

95 Zero Rated / Exempt This refers to goods (for example, food and books) which are taxable but at a zero rate. You can add a discount percentage or a discount amount in the respective fields. You can also process projects, departments and cost codes per processing line. Use the button to add a line and the button to delete a line. Click on the note button on the left hand side of the line to add a note. Click on the button to change the price list for the transaction line. In the footer section, you can enter a message or additional text to print on the document. This section also summarises the total of the document. The document status displays at the bottom of the screen. At the bottom of the screen are five options: o Save to save the document and return to the screen that you were in. o Save and New to save the document and clear the fields so that you can enter another document. o Print Preview to preview a printable version of the document. o to a PDF copy of the document to the customer. You can send the invoice to different people within the customer s company by clicking on the Additional Contacts button. These addresses will pull from the Additional Contacts tab on the Customer Masterfile.

96 You can select that the system uses the default signature, or you can select an signature that you created in the Company Settings Signatures screen. You can also attach additional documents to your , but it cannot be bigger than 1 MB. Print Delivery Note to process the document and print out a delivery note for customers to sign. You can also a delivery note to customers. If you enter a Physical Item (This does not apply to Service Items) that does not have a cost recorded on the system, the system will notify you accordingly. Should you choose to process the Item without a cost amount, please be aware that the calculation of Cost of Sales on the Profit and Loss report will be affected! Furthermore, once the Invoice is processed, you cannot go back to change the cost of the Item on that Invoice. This can only be rectified with a chargeable Data Fix. Editing a processed Invoice Sage One Accounting allows you to edit your customer invoices once it is printed:

97 You will receive the following message when editing the customer invoice: If you would edit an invoice, Sage One Accounting will keep track of the customer invoice history if you click on the Options Button followed by the Invoice History option: Use Last Invoice Details After you have processed an invoice for a customer, the Use Last Invoice Detail feature is enabled. Use Last Invoice Detail will display as a link after you have selected the Customer. This feature allows you to copy invoice details from the previous invoice that was processed for the selected customer. Use Last Invoice Detail is particularly useful when you have customers that buy the same item(s) on a regular basis. Click on the Use Last Invoice Detail link and the system will copy the previous invoice s details onto the current invoice.

98 Once the detail displays on the invoice, you can continue editing the invoice as normal. Show Additional User Defined Fields Sage One allows you to add additional fields to the Invoice screen. These fields can be used when you have to display more information on an invoice for example, a medical company can add their medical practice number etc. You can add these extra fields by clicking on the Options button followed by the Show User Defined Fields option: These fields will only display on the invoice when you have added them onto your invoice design in the Sage One Custom Layout Designer.

99 The Customer Quote Screen Below is a customer quote screen: If a customer requests a quote, click on the Customers Transactions Customer Quotes option. Click on the Add Quote button to create a new quote. There are two additional options available in the header section: Send The following options are available: Send the document to the customer via Print preview the document Print and the document

100 Options You can convert the customer document to one of the following options: Create an Invoice from a document Create a recurring invoice for a document Copy the details on a document and paste it into a new document You can also change the status of a quote to Accepted, Declined or Invoiced. Select the customer in the Customer field and enter a reference number or name in the Customer Ref field. If there is a sales rep that must be allocated to the customer, select the sales rep in the Sales Rep drop down menu. Select the items or accounts that the customer requested prices for. Enter information in the Message field informing the customer of some limitations or business processes with regard to quotes. Process your document using the processing options at the bottom of the screen. To edit a customer quote, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.

101 To delete a customer quote, click on the Actions option on the specific line and select the Delete option. You can also tick the tick box next to the customer name and click on the Delete option that becomes available: Convert a quote into a customer tax invoice: You have the option to convert a Customer Quote into a Customer Tax Invoice. In Sage One there are two different ways of converting a Quote into an Invoice. Option 1 To perform this action, edit the quote you wish to convert into an invoice:

102 Click on the Options button in the header section and select the Create Invoice option:

103 Sage One Accounting will notify you that you will be converting the quote into an invoice. Click on the OK button to change the quote status to Accept, or click on the Cancel option to set the quote as Declined. The quote will now be displayed as a customer invoice: Option 2 To perform this action, click on the Actions button in the Quote line and select the Create Invoice option. The following message will be displayed: Click on the OK button to continue. Sage One Accounting will then open the Customer Tax Invoice screen with all the information. The Customer Credit Notes Screen Below is a customer credit note screen.

104 You will process a Customer Credit Note when the customer returns items for a refund or replacement. Click on the Customers Transactions Customer Credit Notes option. The following screen will be displayed: Click on the Add Credit Note button. There are two additional options available in the header section:

105 Send The following options are available: Send the document to the customer via Print preview the document Print and the document Options You can convert the customer document to one of the following options: Re-invoice the document Copy the details on a document and paste it onto a new document Complete the header fields. Remember to link the return to an invoice by selecting the affected invoice from the drop down menu in the From Invoice field. Select the sales rep affected by the credit note in the Sales Rep field. Change the necessary transaction line by amending the item quantity or item description and process the document using the four processing options at the bottom of the screen. To edit a customer credit note, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.

106 The Customer Receipt Screen Below is a customer receipt screen: The window has three sections:in the header section, you choose the customer or supplier account, and enter the transaction details, including the amount. You also specify which bank account you are using. Also in the header section, Description and Comment fields are available to record notes or information concerning the transaction, should you want to. You will select the type of payment that you are receiving; whether it is a Cash, Cheque, Credit Card or an EFT payment. You can also select to reconcile the transaction. In the lines section, you link the transaction to one or more invoices. Until you fully match invoice values with one or more receipts, payments or write-off transactions, the invoice displays on the customer or supplier statement. You can match the receipt, payment or write-off at a later stage using the allocations screen. When a customer or supplier is set to automatically allocate receipts or payments to the oldest invoices, the system will automatically allocate them in this screen. This includes receipts and/or payments processed via the bank and credit card transaction option. The document status displays at the bottom of the screen. At the bottom of the screen, you can select one of four processing options. o Process to save the document and return to the screen that you were in. o Process and New to save the document and clear the fields so that you can enter another document. o Process and Print to save and print the document. o Process and to save the document and a PDF copy to the customer. Once you print a customer receipt or supplier payment, you cannot edit it. If you need to correct a transaction, you will need to reverse the entire transaction by processing another receipt or payment, but with a negative value. You can do this by entering a minus ( ) before the value. Use the same date and reference number on your transaction to make it easier to reconcile.

107 Add a Customer on the fly Sage One Accounting allows you to create a customer on the fly when processing your customer documents: The following screen will display when you click on the (Add New Customer) option: Enter all the important information to create the customer masterfile. Click on the Save button to continue processing.

108 Check your Gross Profit Percentages on your Invoices Sage One Accounting allows you view your gross profit percentages per item on your customer invoices. This function is only available if the main Sage One Accounting user grant access to another user. Click on Administration Control User Access and click on the Permissions link next to a user in the Users that have access to section. The following screen will display: Expand the Customers Customer Tax Invoices option and check the View GP on Invoices and Quotescheck box as displayed above. Click on the Save button to grant access to this functionality. When processing a customer Tax Invoice or Quote, you will now have an additional option available under the Options drop down menu:

109 Click on the View Invoice GP button. The following screen will display: You will have the option to view the Gross Profit percentages on the Average Cost and Last Cost.

110 Recurring Invoices Sage One Accounting allows you to create an invoice for a specific customer that needs to be repeated for a specified period or time. This process is called recurring invoices, whereby you create an invoice that needs to repeat every day or every month or every year on a specific date or time for a specific customer. This process will repeat until the end date has been reached. When the recurring invoice is created, specifying that it must recur every month, for example, Sage One Accounting will generate a new invoice on the given date, and if an address is available send the new invoice to the recipient. Alternatively, the recurring invoice process can create draft invoices for you to process as tax invoices in your own time, optionally sending them directly to the respective customers by . Note: When a recurring invoice is created, it will be flagged as active. Should your registration expire or you fail to pay the subscription fee, the system will reset the recurring invoice to create new invoices as draft invoices. If you do not re-register or pay within a month, all recurring invoices will be flagged as inactive and the system will not create any more draft invoices. When you do re-register or pay, you will need to edit each of your recurring invoices and manually mark them as Active, by selecting the Active check box, as well as select the Automatic option on those invoices that must be ed automatically. Access the Recurring Invoices from Customers Transactions Customer Recurring Invoices. Create a Recurring Invoice To add a Recurring Invoice, click on the Add Recurring Invoice button.

111 Complete the screen with the following information: Select the Recurring Invoice recipient from the customer drop down list. The system will generate the next Recurring Invoice Number. If you choose, you can edit this number. If there are multiple users set up on your company, the Recurring Invoice Number field will display NUMBER. The next consecutive number will be allocated by the system when the Recurring Invoice is saved. Enter a transaction number, name or description in the Reference field for future reference purposes. If a discount applies to the customer transaction, enter a discount percentage in the Discount % field. Ensure that the Active check box is checked. If it is not, the system will not create any new Invoices from this Recurring Invoice. Specify the Recurring Invoice details in the Recurring Invoice Setup section. The Recurring Invoice is reliant on the information specified in this section. Ensure that you specify the following: o Start Date of the Recurring Invoice. o Frequency of the Recurring Invoice, be it daily, weekly, monthly, annually, and so on. o End Date, which will indicate when the system must stop creating Invoices from this Recurring Invoice. o Due Date for Payment, which the system uses to calculate the Payment Due Date on each Invoice created from this Recurring Invoice.

112 o address, if the Invoices are to be sent automatically. Click Signature to enter text that will be included in the body of the sent . o Check the CC check box if you want to send a copy of the invoice to yourself or another recipient. Sage One Accounting automatically populates your registered company address in this field. o Select whether you want the system to save the Recurring Invoice as a draft or to process and send the new Invoice to the customer automatically. You then enter or select one of the multiple delivery addresses. Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices in the Lines section. Enter the invoice information in the lines by selecting the Items or Accounts that need to be invoiced. Add a message in the Message box, if applicable. Click on Save or Save and New to update the system with this information and/or create a new Recurring Invoice. Recurring Invoices are specific to a particular Customer. You cannot invoice multiple customers based on one Recurring Invoice. You can add additional User Defined fields to your recurring invoice. To do so, click on the options button at the top of the screen followed by the Show User Defined Fields option. View Draft Invoices If you want to view your Draft Invoices, click on the View Draft Invoices button.

113 The following screen displays: You can now select the Draft Invoices that you want to process. You can select all by clicking on the Select All button or deselect all by clicking on the Deselect All button. The system selects all of the invoices by default. You can edit a Draft Invoice by clicking on the edit link next to the Draft Invoice line. The changes that you make to the Draft Invoice will only apply to this invoice occurrence and will not update the original Recurring Invoice. The next time the system processes the Recurring Invoice, the Draft Invoice will be generated as per the original setup information. You can also delete the Draft Invoice by clicking on the delete link next to the Draft Invoice line. If you delete the Draft Invoice at this stage, it will only delete this invoice occurrence and not delete the original Recurring Invoice. The next time the system processes the Recurring Invoice, the Draft Invoice will be generated as per the original setup information. You have two options: Process and , which will process the selected Draft Invoices as Tax Invoices and them to the relevant Customers. Process Tax Invoices, which will process the selected Draft Invoices as the Tax Invoices, but will not send them. You will then be able to print the Tax Invoice and send it to the customer.

114 rchase yet. Supplier Invoice Supplier Return Supplier Payment When you receive goods and an invoice from the supplier, you process a supplier invoice. If you first produced a purchase order for the supplier, you can copy the purchase order into the supplier invoice and print it without having to redo any data entry. If you receive one or more defective items, or you wish to return items to a supplier, you process a return. The values you enter into a supplier return will reverse the values you entered into an invoice. The amount you owe the supplier decreases, as do the purchase quantities and purchase values per item. The on hand quantity of the items decreases by the quantity you return. When you pay your supplier, you will process a supplier payment as proof of the payment you have made for the goods received. You can also pay all your suppliers from one screen by using the Supplier Batch Payments option. You can customise your supplier documents. Remember that when you are processing and the system detects no activity for 2 hours, the system logs off for security reasons. You can add additional information to documents. The Suppliers Menu You can open the supplier documents by clicking on the Suppliers menu and then select the document that you want to process from the list.

115 The Supplier Invoice Screen The supplier invoice screen is shown below. The window has four sections: In the header section, you choose the supplier account or add a new supplier. You can also do a quick supplier account enquiry, by clicking in the information icon. You then enter or select one of the multiple delivery addresses and other information, such as the document date. Your supplier s tax number will go in the tax reference field. Also in the header section, you can select a purchase order to link to the invoice using the From PO field. Lines processed in the purchase order will be copied over to the invoice. This section also details the status of the document. In the header section, you have the option to select the layout of the invoice when it s sent to the supplier. There are two additional options available in the header section: Send The following options are available: Send the document to the customer via

116 Print preview the document Print and the document Options You can convert the customer document to one of the following options: Create a Supplier Return for a document Create a Supplier Return for a document and re-invoice Create a Payment for a document Copy the details on a document and paste it onto a new document You can add additional documents, notes and add an anticipated payment. You can also add additional User Defined Fields on the invoice. Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices in the Lines section. The lines section of the screen you will use for processing items and other charges (that do not form part of your main supplier trading activities, for example, interest on overdue accounts). o Under the Type column you will indicate whether you are buying an item or paying another charge. o Under the Selection column, select the item or account. You can add new items or accounts using the drop down menu. You can also search for items by code or by name using this drop down. o You enter each item or account on its own line, with the required quantity and price that you are buying at the stage of processing the supplier document. o Select the VAT Type you wish to use.

117 VATType Manual VAT(Capital Goods) Manual VAT Explanation Sage One Accounting allows you to create a VAT type with a 100% tax rate. You use this for VAT adjustment purposes. When you use this VAT type, the full amount you enter for the transaction is VAT. When you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a rounding difference, you can enter it as a VAT-only transaction. Sage One Accounting allows you to enter your own VAT amount on a transaction by choosing the Manual VAT type. Again, when you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a difference, you can enter the specific VAT amount by choosing the manual VAT type. Standard Rated Standard rated VAT is taxed at 14%. Zero Rated / Exempt This refers to goods (for example, food and books) which are taxable but at a zero rate. You can also process projects, departments and cost codes per processing line. Use the button to add a line and the button to delete a line. Click on the note button on the left hand side of the line to add a note. Additional Costing on Invoices You have the option to add additional costs to a supplier invoice. Additional Costs are costs from different suppliers such as transport costs or customs charges. These costs need to be added to the item without affecting the quantity on hand. Once you capture the additional cost invoice(s) below you will be able to allocate these additional costs to each line item on the original supplier invoice. You will need to scroll right on the item grid in order to see the additional costs column. These additional cost lines will create separate supplier invoices and you need to ensure that all additional costs are allocated to the line items appearing in the original supplier invoice.

118 In the footer section, you can enter a message or additional text to print on the document. This section also summarises the total of the document. The document status displays at the bottom of the screen. At the bottom of the screen are four options: o Save to save the document and return to the screen that you were in. o Save and New to save the document and clear the fields so that you can enter another document. o Print Preview to preview a printable version of the document. o to a PDF copy of the document to the supplier. Editing a processed Invoice Sage One Accounting allows you to edit your supplier invoices once it is printed: You will receive the following message when editing the supplier invoice:

119 If you would edit an invoice, Sage One Accounting will keep track of the supplier invoice history if you click on the Options Button followed by the Invoice History option: Show Additional User Defined Fields Sage One allows you to add additional fields to the processing screens. These fields can be used when you have to display more information on an invoice for example, a medical company can add their medical practice number etc. You can add these extra fields by clicking on the Options button followed by the Show User Defined Fields option: These fields will only display on the invoice when you have added them onto your invoice design in the Sage One Custom Layout Designer.

120 The Supplier Purchase Order Screen Below is a supplier purchase order screen: Click on the Suppliers Transactions Supplier Purchase Orders option. Click on the Add Purchase Order button. There are two additional options available in the header section: Send The following options are available: Send the document to the supplier via Print preview the document Print and the document

121 Options You can convert the supplier purchase order to one of the following options: Create a Supplier Invoice for a document Copy the details on a document and paste it onto a new document From the Supplier drop down menu, select a supplier. Once the supplier is selected, Sage One Accounting will populate the supplier s information in the header fields. If the supplier does not exist, you can add a new supplier by clicking on the (Add New Supplier) option from the drop down menu. Complete the supplier s details in the screen that displays and click on the Save button.

122 The only header field that requires information is the VAT Reference field. If the supplier has a VAT reference number, enter the number in the VAT Reference field. If the supplier does not have a VAT reference number, leave this field blank. In the Document No. field, it displays as NUMBER. This indicates that Sage One Accounting will allocate a document number to the purchase order after the document has been saved or processed. This is to avoid duplicate document numbers. Any document that you process will have a status linked to it. The status of the document displays before you save the document. Once the header section is completed, select an item or account that you want to order from the supplier in the document grid. Specify the quantity, discounts and cost of the items/accounts. Ensure all the information on the purchase order is correct before saving it. Click on the Save button when you are sure the information is correct. To save and process a new purchase order, click on the Save and New button. Click on the Print Preview button to preview the Purchase Order. Click on the button to the Purchase Order to the supplier.

123 You can send a document to multiple addresses or recipients by separating the addresses with a semi-colon (;). You can add additional documents not larger than 1 MB to an by clicking on the Browse for File button or Company Attachments button. Click on the Report button to the Purchase Order to the supplier or click on the Cancel button to return. If you have clicked on the Save or Save and New button, the purchase order is listed in the Supplier Purchase Orders screen. To edit a supplier purchase order, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.

124 To delete a supplier purchase order, click on the Actions option on the specific line and select the Delete option. You can also tick the tick box next to the supplier name and click on the Delete option that becomes available: Changing the Status of a Purchase Order: To change the status of a purchase order, click on the Actions option on the specific line and select the Update Status option. Converting a Purchase Order into a Supplier Invoice: You have the option to convert a Supplier Purchase Order into a Supplier Invoice. In Sage One there are two different ways of converting a Purchase Order into a Supplier Invoice.

125 Option 1 To perform this action, open the purchase order you wish to convert into an invoice: Click on the Options button in the header section and select on the Create Invoice option:

126 Sage One Accounting will notify you that you will be converting the purchase order into an invoice. Click on the Yes button to remove the purchase order completely from the system, or click on the No button to save the original purchase order on the system and convert it into an invoice anyway. The purchase order will now be displayed as a supplier invoice: Option 2 To perform this action, click on the Actions button in the Purchase Order line and select the Create Invoice option. Sage One Accounting will automatically open the Supplier Invoice screen with all the information.

127 The Supplier Return Screen The supplier return screen is shown below: If you need to return items to a supplier due to damaged goods or incorrect items being delivered, you will process a supplier return. Click on the Suppliers Transactions Supplier Returns option. The following screen will be displayed: Click on the Add Supplier Return button to create a new return. There are two additional options available in the header section:

128 Send The following options are available: Send the document to the supplier via Print preview the document Print and the document Options You can convert the supplier invoice to one of the following options: Re-invoice the document Copy the details on a document and paste it onto a new document Select the supplier you want to return the goods to in the Supplier field. Select the supplier invoice that needs to be linked to the supplier return from the list that is displayed. Rectify the information on the Process Supplier Return screen and enter a message in the Message block for reference purposes. Process your document using the processing options at the bottom of the screen. The Supplier Payment Screen The supplier payment screen is shown below:

129 The window has three sections: In the header section, you choose the supplier account, and enter the transaction details, including the amount. You also specify which bank account you are using. Also in the header section, Description and Comment fields are available to record notes or information concerning the transaction, should you want to. You will select the type of payment that you are using; whether it is a Cash, Cheque, Credit Card or an EFT payment. You can also select to reconcile the transaction. In the lines section, you link the transaction to one or more invoices. Until you fully match invoice values with one or more receipts, payments or write-off transactions, the invoice appears on the supplier statement. You can match the receipt, payment or return at a later stage using the allocations screen. When a supplier is set to automatically allocate receipts or payments to the oldest invoices, the system will automatically allocate them in this screen. This includes payments processed via the bank and credit card transaction option. The document status displays at the bottom of the screen. At the bottom of the screen, you can select one of four processing options. o Process to save the document and return to the screen that you were in. o Process and New to save the document and clear the fields so that you can enter another document. o Process and Print to save and print the document. o Process and to save the document and a PDF copy. Once you print a supplier payment, you cannot edit it. If you need to correct a transaction, you will need to reverse the entire transaction by processing another payment, but with a negative value. You can do this by entering a minus ( ) before the value. Use the same date and reference number on your transaction to make it easier to reconcile.

130 The Supplier Batch Payments Screen The supplier batch payments screen is shown below: Add a Supplier on the fly Sage One Accounting allows you to create a supplier on the fly when processing your supplier documents: The following screen will display when you click on the (Add New Supplier) option:

131 Enter all the important information to create the supplier masterfile. Click on the Save button to continue processing.

132 Create, edit and delete Bank and Credit Cards Sage One Accounting allows you to create multiple bank accounts including credit card accounts. You use bank and credit card accounts to: Receive payments from customers. Pay suppliers. Make other payments incidental to your business, for example buying stationery. Receive cash from sources other than customers. Bank and Credit Card Categories You are able to create categories to group your bank and credit cards account should you want to, although this is not mandatory. You are able to start or stop using categories at any time. Should you want to create categories, you will select Banking Lists Bank and Credit Card Categories. Below is an example of the screen, with categories. To create a new category, you will click on the Add Category button and then enter the name of the new category. Bank and Credit Card Accounts To open the Banks and Credit Cards screen, select Banking Lists List of Banks and Credit Cards.

133 If you want to edit a bank account, click on the edit link of the account. To create a new account, click on the Add Bank or Credit Card button. Below is an example of an Edit Bank Account screen where processing has already taken place.

134 To skip between the master files, click on the next or previous links. The Edit Bank Account screen has two tabs the Activity tab and the Notes tab. The Activity tab displays balances for opening balance, total receipts, total payments, receipts and payments to accounts, transfers in and out and VAT transactions. The balance of the account is also displayed. In the Notes tab, you can make notes on the bank or credit card account. Notes can be created with an action date or without, and will display in the Company Dashboard until marked as complete. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date. You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added. Bank or Credit Card Opening Balances If errors occurred during the capturing of your opening balances when you created your different bank accounts, you can use this feature to rectify those balances. Click on the Banking Special Adjust Bank and Credit Card Opening Balances option. The following screen will be displayed: Select the bank account that must be adjusted in the Bank Account field. Enter a reason and the new opening balance in the respective fields. Select the date when the opening balance must be effective at. Click on the Save button. If the opening balance period falls within a closed VAT period or a locked financial year, you will not be able to adjust the opening balance. It is recommended that you seek professional advice from an accountant or auditor before adjusting your opening balances.

135 Banking You will process account payments and receipts, customer receipts, supplier payments and VAT payments or refunds using this function. When you process customer and/or supplier receipts and/or payments using this function, you will need to allocate the receipts and payments under the customer and supplier menu options, however, if you have selected to auto allocate receipts or payments for your customer or supplier, the system will automatically allocate the receipts or payments to the oldest invoices. Banking Capturing your Bank Statements How do you get the information from your bank into your accounting software? with Sage One it is easy and we offer a number of options to suit your preferences. You can manually capture your banking transactions. You can import your bank statements into Sage One (using OFX or CSV files). You can set up bank feeds to pull your bank statements straight from your bank into Sage One Accounting. You can access this function by selecting the Banking Transactions Banking menu option. New Transactions All your newly imported transactions will appear in this tab. Once you are happy that you have assigned your transactions to the correct account you can process them this will move them to the Reviewed Transactions tab where they will be considered reviewed. Reviewed Transactions By selecting the Actions check box to the left of the transaction line, you have the option to review or delete transactions. If you select the Mark Selected as Reviewed button, the selected transactions

136 will be moved from the New Transactions tab to the Reviewed Transactions tab. If you select the Mark All as Reviewed button, all the transactions will be moved to the Reviewed Transactions tab. Batch Edit If a user selects a number of transactions and clicks the Batch Edit button they are able to update multiple rows at one time. Import Bank Statements Click on the Import Bank Statements button to import your exported bank CSV or OFX file: Show Shortcut Keys Click on the Shortcut Keys link to display the list of shortcuts available on this screen. This will aid you in processing your banking transactions even quicker.

137 Other Icons Icon Content Create Rule (Bank Statement Mapping Rules) These rules will change the way you do your cashbook processing and save you countless hours. They apply to users that import their bank statements into Sage One using either the Bank Feeds or the normal Import Bank Statements feature. What these rules will do once you have set them up is look for a key word in your bank statement for example Telkom and if it sees this text in your import file it will automatically assign this transaction to the correct account in your accounting records in this example Telephone Expense. You can set these rules up in such a way that 80% of your cashbook processing is already done as soon as you import your bank statement. Split Transactions With the Split Transaction option you can split one bank statement line into various account allocations. So if you pay City of Johannesburg for Rates, Electricity and Water and want to record these separately in Sage One, you can by splitting the payment to different ledger accounts. Allocate your Customer Receipts and Supplier Payments When you receive money from a Customer or pay money to a Supplier you are now able to allocate that money directly to the invoice which it relates to straight from the Banking screen. Attachments You are able to attach any documents such as proof of payment, remittance advice, etc. to each transaction imported on the banking screen. Additional Information Show More/Less There are so many options for you in Sage One as well as information to display, because of this not all of your information displays on the transaction line. To access the additional fields like the comments section or to assign a transaction to an Analysis Code you will need to

138 click on the Show More Icon. We will also display your split information if you have split the transaction or we will display the invoices you have assigned your payment or receipt to. Reconcile your transactions The Reconciled checkbox is your way of telling the system that you have agreed that what is in Sage One is what is actually in your bank account remember that if you import your bank statements straight from your bank account there is no need to even do a bank reconciliation as all of your transactions are considered to be reconciled. Review Options Search You can search through the transactions in the banking screen. We will be able to find anything you search for in either the Payee or Description column. Sorting the columns You can sort on each of the columns on the banking screen from largest to smallest or alphabetically this will allow you to sort the data quickly and easily to help you review your transactions. Unallocated Income and Expenses When your banking transactions are imported into Sage One your Bank Balance is automatically updated, each transaction will be assigned to the correct account based on any Mapping Rules that you have set up if there are no rules set up or Sage One does not recognise the description in your bank statement the transaction will be assigned to an Unallocated account in your profit and loss this will allow you to review these transactions and correctly assign them in your general ledger.

139 Import Bank Statements Sage One Accounting allows you to import bank and credit card statements that you have downloaded from the Internet. When you download your Internet bank statement, select the OFX format. This is an electronic file format supported by most banks. If you belong to a bank that does not support the OFX format, you can download your bank statement in CSV format. Remember that when you import and map your bank transactions, and the system detects no activity for 2 hours, the system logs off for security reasons. To import bank statements, go to the Banking Transactions Banking menu option. The following screen displays: Click on the Import Bank Statements button. Select the Bank or Credit Card account from the drop down list. The statement details will be imported into this bank or credit card account that you have selected.

140 There are two Date Range options available: Options All Transactions Dates to Import Explanation Select this option when you want to import all of the transactions contained in the import file. This option allows you to import new transactions by selecting the relevant date range. In the Import File field, click on the Browse button to search for your downloaded bank statement (OFX or CSV format). If you selected to import a CSV file, the Date Format field activates. When you open your CSV file ensure that the date format selected matches the date format displayed in the CSV file. The CSV file must be in a particular format. It should only have 3 columns: Date, Description and Amount. The first line displays the column headings, separated by comma s and the rest of the lines should have the bank statement information, also, separated by comma s. For example: After you have selected your bank statement and bank or credit card account, click on the Import File button. The bank or credit card statement details will now be uploaded to a temporary storage location in your Sage One Accounting company. At this point, none of the new bank statement transactions have been processed in your company. The transactions will display as follows: You have to option to view the previous 10 transactions that were imported: o When going through the transactions, any changes made on-screen will be saved when you move to a new page. o Sage One Accounting will automatically detect whether the transaction is a receipt or a payment, and display it accordingly.

141 o Sage One Accounting allows you to split transactions on the bank statement and link the amounts to other transactions. You can split a transaction by clicking on the button. Select the other transaction that you are splitting the selected transaction with, and enter the amount. Click on the Save Changes button. The transaction will now be shown as split on the Bank Statement and will process the transaction like this when saving. Duplicates Found Option When you make use of Bank Feeds or import your Bank Statements, you will be notified of possible duplicate transactions that you can review. When you use Online Payments by Sage Pay and your customers pay you, the receipts will automatically be matched and reconciled when you import your Sage Pay bank statement. If you click on the Duplicates Found link in the Selection field, Sage One Accounting will explain to you where the Duplicate Transactions were found.

142 Click on the Show More/Less option: Click on the View Duplicate Transactions option to view the duplicate transactions:

143 A list of possible duplicate transactions will display. You have three options to choose from: Delete Transaction Keep Transaction Match Transaction Choose this option if you have already processed this transaction. Choose this option if this is a new transaction. Choose this option if you have already processed this transaction but want to mark it as reconciled. The duplicate line will get a strike through when you delete it. Reconcile Banks and Credit Cards You process payments and receipts via one or more bank accounts. You can reconcile these bank accounts against the bank statement if you wish to. The reconciliation process does not affect any values on your system, and its use is optional. It lets you match each payment and receipt you have entered into the system against a physical bank statement. This helps you to ensure that the amounts are correct. For example, you may write a cheque for , but enter it into the system as 1, Alternatively, the bank can make an error. The reconciliation process also helps you know the value of the cheques that are not yet in your bank statement, so that you can plan your cash flow. For example, you may have cash in the bank, but unless you know the value of cheques that suppliers have not yet deposited, you do not know whether there are sufficient funds in the bank. If your reconciliation is up to date, you can view these undeposited cheques. Note that the bank reconciliation takes into account all payments, receipts and other transfers that you have entered. This includes customer receipts, supplier payments and other account transactions. You can access this function by selecting Banking Transactions Reconcile Banks and Credit Cards. You can also open the Reconcile Banks and Credit Cards from a number of Quick Links areas.

144 You mark items as being present on the bank statement by selecting the Reconciled check box.

145 Create, edit and delete Accounts Accounts are created so that you can record information about expenses, income, liabilities or assets that you may have. You use accounts to analyse transactions entered in the Bank and Credit Cards function, as well as journal entries captured in the Accountant s Area. You can access accounts by selecting the Accounts List of Accounts menu. Sage One Accounting includes, by default, a list of the most commonly used accounts in a business environment. These accounts can be edited to suit your business s needs, or, in the event of an account not being applicable to your business, you can delete them. Sage One Accounting will also create the Sales account, the Cost of Sales account, the Trade Receivables and Payables accounts and your tax accounts. These system accounts cannot be edited or deleted, you can, however, follow the link to view the transaction history for the account. To edit an account, you will click on the edit link for the account. To create a new account, you will click on the Add Account button.

146 To skip between the master files, click on the next or previous buttons. At the top of the screen, you will enter a name and description for the account. You can also enter an opening balance for the account and a date for the opening balance. Users can also set a default VAT type which will apply when transacting. The account Entertainment should be set to Exempt for all new companies by default. In the category menu, you must select the correct category for the account. It is important that you select the correct category since Sage One Accounting uses the categories to calculate the values on the Profit and Loss report and the Statement of Assets and Liabilities report. Account categories cannot be created or edited. All of the categories that you will need for your business have been created for you. When you create accounts, you must select the correct category from the categories that are available.

147 The account categories available are explained in the table below. Account Sales Other Income Cost of Sales Expenses Non-Current Assets Current Assets Non-Current Liabilities Current Liabilities Owner s Equity Description This category is also called income, and includes the value of all of your sales. All sales, whether item sales or service sales, are included. You will use this category for any other income that you receive, such as interest received and rental income if you rent out space. This category will include all accounts for costs that are incurred directly from selling your products. For example, if you have a mail order business and use post to deliver all of your orders, you would include postage in your cost of sales and not as an expense. This category is also used for accounts for your purchases. Expenses are the running costs of your business, such as rent, water and electricity and salaries. Non-current assets are assets that have a life span of more than one financial year. For example, office premises and vehicles are non-current assets. Current assets are assets that can quickly be exchanged for money and are likely to change within one financial year. For example, the value of the money that your customers owe you and the value of your stock on hand are regarded as current assets. Money in your bank account is seen to be a current asset. These liabilities are debts that you have that are going to take more than one financial year to settle, such as a mortgage or vehicle financing. Current Liabilities are short-term liabilities, such as the value of the money that you owe to your suppliers or your local tax authority. If you are in an overdraft situation, your bank account is regarded as a current liability. Owner s Equity refers to money invested in a business by its owner. This can also be defined as the amount that the business owes to the owner.

148 Income Tax Income Tax is tax paid to tax authorities on income. If you are uncertain about the correct way to set up and record your Income Tax, we recommend speaking to your accountant or local tax authority for clarification. If you are not sure which category to select when creating an account, you can send your accountant a note and ask for assistance:

149 If you do not know which category to select, we recommend checking with a financial professional before proceeding. You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added. Processing with accounts When you are processing with accounts, all the accounts are categorised so that you make the right selection:

150 Assets Sage One Accounting allows you to record your company s assets. To access this function click on Company Assets. The Assets menu displays. The following Asset master files need to be created: List of Assets Asset Categories Asset Locations Before you create your Assets, it is recommended to create your Asset Categories and Locations first. You can also create them on the fly. Create your Assets To create your company s assets, click on Company Menu Assets List of Assets. Click on the Add Asset button to create a new asset. The following screen displays:

151 To skip between the master files, click on the next or previous links. Enter a short description of the Asset in the Description field. Assign a Category and Location to the Asset using the drop down menus in the respective fields. It is very important to record the date you bought the Asset. Enter the Serial Number of the Asset, if applicable. Enter the Supplier s details in the Bought From field. Enter the Purchase Price, Current Value and Replacement Value in the respective Fields. The bottom part of the screen has two tabs, allowing you to add: User Defines Fields, and Notes You can also add attachments by clicking the button. Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added.

152 Asset Categories To create your Asset Categories, click on Company Assets Asset Categories. Click on the Add Category button. Enter a description of the Category in the Description field. Click on Save or Save and New buttons to save the newly added category and/or create another one. Asset Locations To create your Asset Locations, click on Company menu Assets Asset Location. Click on the Add Location button. Enter a description of the Location in the Description field. Click on Save or Save and New buttons to save the newly added location and/or create another one. Sage One Accounting allows you to import all the assets in your company. Asset Report Reports are available both in the Reports menu and from the many Reports sections on screens in Sage One Accounting. You are able to drill down to the transactions by clicking on a line in the report if the reports are printed in detail. You can change the dates to preview the report for in the Date Range drop down menus. Click on the Refresh button to refresh the details on the report. Report Asset Register Report Summary This report contains a list of all your company s assets.

153 Process Journal Entries Journals are posted to adjust account balances. In the Process Journal Entries screen, you will first enter the account that will increase in value. Enter the date and reference for the transaction and then enter an explanation for the journal. If the journal requires a corresponding decreasing account, you will enter the value in the by Affecting Acc column. You can select to include VAT on the journal if necessary. Select the Accountants Area Journal Entries option. The following screen will be displayed: You can select to show previous journal entries that have been made. This can assist you in processing journals because you can see how previous adjustments or transactions were done. In the grid, you will enter the transaction s details. On the left side, you will process one side of the transaction. On the right side, you will select the other account that will be affected, if required. On the right, the system will automatically fill in the amount for you. Each of the fields in the lines are explained below. The following table explains the grid columns: Column Date Effect Account Reference Description VAT Type Amount VAT Incl. VAT By Affecting Account Content Enter the date on which you are processing the transaction. In this field, you will select whether you want to enter a value to debit or credit the balance of the account. Here you will select the account that you need to adjust. In this field, you will enter a reference for the transaction. In this field you will enter a description for the adjustment. Remember to enter a description that is meaningful when it appears on reports. You are able to select whether the transaction has VAT on it or not. Enter the VAT exclusive value of the adjustment here. Enter the VAT amount only in this field. Here the system will display the VAT inclusive amount. This is also the amount that will be added or taken away from the balancing account. The other account affected when you post a transaction. The principle of accounting dictates that every debit should have a credit. In other words every transaction affects at

154 least two accounts. A main account and a contra account. The contra account in Sage One is referred to as the by affecting account. For example: If you do a journal entry for depreciation for your Motor Vehicles. You will affect the depreciation account in the profit and loss however, you need to affect a contra account as well. The By affecting account in this example would be The Motor Vehicles account which is an asset. In the example of a Customer Adjustment you would affect the Customer (or Accounts Receivable) but the by affecting account would be the other ledger account affected by the adjustment for example Interest Received. User the or buttons to add or delete lines in the journal processing grid. If you delete a transaction while you are processing or when you are viewing previous transactions, Sage One Accounting will not remove the deleted line immediately. The deleted lines will be displayed as deleted and an undo button will be available to un-delete the line. Once you click on the Process button, the transactions displayed as deleted will be deleted.

155 VAT Transactions The VAT section is split into three categories: VAT Returns and Reports VAT Adjustments VAT Payments and Refunds VAT Returns and Reports In Sage One Accounting you are required to manage your VAT Returns using the VAT Returns and Reports screen. To access the VAT Returns and Reports screen, click on the Accountant s Area VAT VAT Returns and Reports menu option. Click on the Next button to continue.

156 Enter your Company VAT Number. Each VAT period requires a submission and typically ends on the last day of the month with the submission typically due on the 25th of the following month. Enter your last VAT Period End Date and your last VAT Submission Due Date. We will use these dates to determine your next VAT Period End Date and when your next VAT return is due. Click on the Next button: Click on the Finish button.

157 Purpose of the VAT Returns and Reports Screen: VAT is a strictly regulated area of any business and keeping your figures accurate, reliable and up to date is essential to avoid issues with the authorities. With the VAT Returns and Reports screen you will be able to control all of your VAT reporting from one central place. Your VAT reporting does not always correlate to your financial reporting. Sometimes you will record transactions in one month and only account for the VAT in another month, this can often happen if you are behind on your processing. With the VAT Returns and Reports Screen you will assigning transactions to particular VAT periods, and not specific date ranges. Benefits of VAT Periods: These should agree to what you actually submit to your local revenue authority. Amounts owing should agree with the VAT payments that you have made. No editing of transactions that have been submitted to the Revenue Authority. Back dated transactions will pull through to the current VAT Period (i.e. no missing of VATTransactions). The screen will display a list of all of your VAT Periods detailing relevant information pertaining to each period: VAT payable or refundable for the period Associated payments and refunds made for each period Quick links to the VAT 201 and VAT Report relevant to that period The following screen will be displayed:

158 The table below will explain all the fields on the screen above: Field Close VATPeriod Reopen (a previous VATPeriod) Explanation If you select the Close VAT Period button, Sage One Accounting will close off the current VAT period that you are working in and move over to the next VAT period. Reopening a VAT return should only be done if your intention is to resubmit your VAT to your revenue authority. For Example: All transactions in the VAT return for 12/2013 will be unmarked as finalised and you will be able to edit these transactions. Any transactions that have been back dated prior to and including 31/12/2013 and that have not been included in any other VAT return will be included in the 12/2013 VAT return once you close this VAT period.

159 Start Over? If you select this option, all of your VAT Returns will be removed and you will have to set it up again. The values for each return may differ to the actual returns you have submitted to your revenue authority. Please be careful before selecting this option. Consult with your financial practitioner. View (Previous VAT 201 Calculation) This option allows you to view the VAT 201 Calculation report for a previous VATPeriod. View (Previous VAT Report) This option allows you to view the VAT report for a previous VAT Period. Payment/Refund You can allocate your VAT Return amounts to the correct VAT period by selecting the Link Payment and Link Refund option. You will also have access to your standard VAT Reports via the Reports button:

160 VAT Adjustments In the VAT Adjustments screen, you are able to adjust either the input or output VAT (explained earlier in the manual). You can make adjustments to the amount of VAT that you owe or are owed. You should therefore be certain of the amount you enter. All VAT adjustments will be included on the VAT Report. You will need to specify whether the adjustment you are processing will affect Input VAT or Output VAT. The following table will help you remember when input and output VAT applies: VATType Explanation Output VAT If you sell items to customers, which means items (stock) are leaving your business, it is referred to as output VAT. Input VAT If you buy items from your suppliers, which mean you are receiving items (stock) into your business for resale or business use, it is referred to as input VAT. Your accountant will process the required tax adjustments for your business. Select the Accountants Area VAT Adjustments menu option. The following screen will be displayed: VAT Payments and Refunds VAT reports must be submitted to your local VAT authority on a regular basis, and will either indicate that you need to pay VAT over or receive a refund. Since the VAT laws of your country govern VAT processing, it is of extreme importance to ensure that you process the adjustments, payments and refunds correctly. Sage One Accounting will calculate your VAT for you as shown below. Your Input VAT is calculated by establishing the VAT included on all purchases item and non-item based that you have processed in Sage One Accounting. Next, your Output VAT is calculated by establishing the VAT included in all of the sales item and non-item based that you have processed in Sage One Accounting. The difference between the two is the amount of VAT that you owe. If your input VAT is higher than your output VAT, you will be due a VAT refund.

161 You can process VAT payments and refunds that will automatically create a payment or receipt to your selected bank account. You will see a VAT summary for the date range you have selected. To view any payments or refunds already processed print the VAT Payments and Refunds report. Any payment or refund processed in the date range you have selected will be excluded from this summary as they are considered to be payments or refunds pertaining to a previous VAT period.

162 In the Details screen, you will edit the date for the transaction and the bank account that will be affected. You will then enter the Reference and Description for the transaction. You are able to edit the value of the amount in the Detail section of the screen; however, this is not recommended. To process the VAT Payment, click the Finish button.

163 The Different VAT Types The supply of all goods and services attract VAT (standard rated supplies) unless the goods or services are zero-rated or VAT exempt. Certain goods and services attract VAT, but the purchaser is not allowed to claim the VAT input. Standard Rated Supplies A standard-rated supply is a supply of goods or services, which is subject to VAT at the rate of 14%. The supply of all goods and services are taxable at the standard rate, unless it is specifically zerorated in terms of section 11, or exempt in terms of section 12 of the VAT Act. The following are some examples of standard-rated supplies (the list is not exhaustive): Land and buildings (fixed property) commercial or residential property bought from property developers, building materials, vacant land bought from a vendor etc. Fees for professional services construction/building, estate agents, consultants, architects, engineers, project managers, doctors, private hospital services, lawyers, plumbers, electricians and accountants. Household consumables and durable goods most grocery items and foodstuffs such as meat, fish, white bread, snacks, most canned foods, cigarettes, perfume, medicines, cool drinks, cleaning materials, clothing, footwear, microwave ovens and other household consumables and appliances. Municipal goods and services such as the supply of electricity, water and refuse removal. Accommodation, hospitality, tourism and entertainment restaurant meals, hotel accommodation, liquor sales, arcade amusements, casino slot machines and gambling services, entrance fees to sporting events, theatre performances and film shows, guided tours, game drives and game hunting expeditions. Capital assets such as furniture, production machinery, installations, motor vehicles and equipment. Local transport of goods (all modes of transport) and transport of passengers by air or sea. Telephone, internet, computer and other telecommunication services. Rental of goods and commercial property such as office space. Motor vehicles, repair services, lubrication oils and spare parts. When a standard rated supply is made, VAT (output VAT) must be charged at the prescribed rate (currently 14%) and input VAT may be deducted on any goods or services acquired in the course of making those taxable supplies. The net VAT due by a vendor is calculated by subtracting the input VATincurred from the output VAT charged during the VAT period. Zero Rated Supply Zero-rated supplies are taxable supplies on which VAT is levied at a rate of 0%. The application of the zero rate must be supported by documentary proof acceptable to the Commissioner. Some examples of zero-rated supplies are briefly explained below: Certain basic foodstuffs Certain basic foodstuffs are zero-rated, provided it is not supplied for immediate consumption (that is, as a meal or refreshment) or added to a standard-rated supply. These include the following: brown bread dried mealies and mealie rice brown bread flour (excluding wheaten bran)

164 samp hens eggs (that is, not from ostriches, ducks etc.) fresh fruit and vegetables dried beans lentils maize meal rice pilchards in tins or cans vegetable cooking oil (excluding olive oil) milk, cultured milk, milk powder and dairy powder blend edible legumes and pulses of leguminous plants (that is, peas, beans, peanuts etc.) The zero rate will not apply where: Zero-rated foodstuffs are prepared for immediate consumption, for example: o a glass of milk served in a restaurant; o salad or fruit salad which is ready to eat; and o sandwiches and other take-away foods. A standard rated product or ingredient is supplied together with a zero-rated foodstuff, for example: o a pack of vegetables containing a pack of flavoured butter; o a pack of rice or beans containing a sachet of flavouring; o a gift hamper consisting of a basket of fruit; o flavoured cooking oil; and o a pack of salad to which salad dressing has been added. Fuel levy goods Most motor fuels are subject to taxes such as the General Fuel Levy, the Road Accident Fund Levy as well as Excise duty. The VAT Act therefore provides that certain specified fuel levy goods are subject to the zero rate. These include crude oil and certain petrol and diesel based products, which are used as fuel in internal combustion engines. Examples include: Fuels used in motor cars, trucks, buses, ships, fishing boats, railway locomotives, farming and production machinery. Petroleum oils and crude oil, which are refined for the production of fuel levy goods, are also zerorated; however, aviation kerosene, motor oil, and oil lubricants are subject to the standard rate. Exports The direct export of goods may be zero-rated. In certain instances, the indirect export of goods may also qualify for the zero rate. In both cases, certain documentary and other requirements must be met to support the application of the zero rate. Services physically performed outside the Republic The supply of services physically rendered or performed outside the RSA qualifies for the zero rate. This provision will apply to both residents and non-residents. For example, if a South African vendor constructs a building in Botswana for a RSA resident, those services are subject to VAT at the zero rate. This provision applies to services physically performed for a vendor in a customs controlled area.

165 Exempt Supplies Exempt supplies are supplies of goods or services where VAT is not chargeable at either the standard rate or the zero rate and will not form part of taxable turnover. If a person makes only exempt supplies, that person cannot register as a vendor or charge VAT on those supplies. Accordingly, any VAT incurred to make exempt supplies may not be deducted as input VAT. Some examples of exempt supplies include: financial services (such as, interest earned for the provision of credit, life insurance, the services of benefit funds such as medical schemes, provident, pension and retirement annuity funds); donated goods or services sold by non-profit bodies (such as, religious and welfare organisations); residential accommodation in a dwelling (but not holiday accommodation); passenger transport in South Africa by taxi, bus, or train; educational services provided by recognised educational institutions such as, primary and secondary schools, technical colleges, or universities which have been approved as public benefit organisations; and childcare services provided at crèches and after-school care centres. Note that generally the liability to register for VAT does not depend on the status of the organisation itself, but rather on the type of supplies made. There is, however, an exception, which is applied in the case of public authorities. Non-allowable items Sometimes, although the Vendor charged VAT output, the subsequent acquirer of the goods or service may not claim VAT input on them. Some of these products/services include: Entertainment expenditure: Entertainment expenditure includes staff refreshments and other goods bought for the purposes of entertainment. SARS does not regard such items as necessities in producing VAT liable outputs, thus no VAT input claim will be allowed. There are exceptions to this rule, though: If the owner or an employee of a company is away on a business trip, then VAT input may be claimed on the hotel bill if the person stays over at the hotel for at least one night. Passenger vehicles: However companies makes use of sedan vehicles and can prove that this type of vehicle is crucial to the nature of its business, it may apply for a special concession. If adequate proof is supplied, the company may be granted a proportional claim by SARS. Club fees and subscriptions (with the exception of professional subscription fees in the case where a license is needed to trade). The VAT 201 Calculation Report Introduction The VAT 201 return is a declaration, which you need to make at the end of every tax period if you are a vendor, which reflects the VAT that you have charged on supplies, or for which you are liable to declare output tax, and the amounts that you believe you are entitled to deduct as input tax. The difference between these amounts for that specific tax period could either result in you having to pay the difference to SARS, or you would be entitled to a refund of the difference. If you are registered for VAT, you must submit your return by the due date, even if there is no payment required for the tax period.

166 VAT 201 Calculation Report To access the VAT 201 Calculation report, select the Reports menu, followed by the VAT option. You will be redirected to the VAT Returns and Reports screen. Click on the Reports drop down and select the VAT201 Calculation Report option. The screen above will be displayed the first time you access this report. The Sage One VAT 201 Calculation Report will assist you with the completion of your VAT 201 return. Please check the following before submitting your VAT return: The correct date ranges have been selected for the VAT Period you are submitting your VAT return for. All transactions for the VAT period concerned have been processed. All transactions have been assigned to the correct VAT types. Click on the Next button to continue.

167 Select the VAT Period End Date and the Date Range that must be displayed in the report. If you want to include VAT adjustments on the report, check the Include VAT Adjustments check box. Check the Offset Credit in Sales / Purchases check box to offset credits against sales or purchases. Uncheck the check box to show these separately. Click on the Next button to select your VAT Allocations / VAT Types. VAT Allocations You will use the VAT allocations list to determine which VAT types in Sage One Accounting relate to which VAT Codes on the VAT 201 submission form. Select the VAT Allocations button. The following screen will display:

168 Select the correct VAT type against the correct VAT code from the VAT Type in Sage One Accounting drop down menu. Click on the View Report button to view the report.

169 The figures that display in this report are a guide only and should be checked carefully. This report serves as an aid for completing your actual VAT 201 Return and cannot be submitted to SARS. To see the different explanations of VAT Types, please refer to the VAT Types section above. View Audit Report

170 You can drill down from your VAT 201 to the new VAT Audit Report to view transactions per VAT code. VAT Reports VAT Report A VAT report lists VAT transactions for reporting purposes. This report is also available in the Reports menu. You have the option to print the report in detail or in summary, with or without VAT adjustments. You can also include payments and/or refunds in the report. You can set if the report must offset all the credits on sales or purchases.

171 Each VAT Report can be run either by VAT Period or by a selected Date Range. You have the selection to preview the report as monthly, quarterly, yearly, month to date, quarter to date, year to date, life to date, custom to date, last month, last quarter and last year. If you select the custom dates option, you can select the date ranges from the calendar look up fields. Check the Offset Credits on Sales / Purchases check box to offset credits against sales or purchases. Uncheck the check box to show these separately. This option only applies to customer and supplier credit transactions. VAT Audit Report This report lists all of the original Customer Tax Invoices and Credit Notes that were ed and marked as Computer Generated. Each VAT Report can be run either by VAT Period or by a selected Date Range.

172 VAT Payments and Refunds Report This lists the payments made and refunds received from the revenue service. Each VAT Report can be run either by VAT Period or by a selected Date Range. VAT Summary Report This report gives you an overview of your VAT position either per period or per month. Each VAT Report can be run either by VAT Period or by a selected Date Range. VAT Transactions Report This is a detailed report showing the transactions making up your VAT Payable balance. Each VAT Report can be run either by VAT Period or by a selected Date Range.

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174 Financial Statements This section of the help file explains how account, customer and supplier transactions affect the different Financial Statements in Sage One Accounting. The Financial Statements are the Profit and Loss Report and the Balance Sheet. To know more about how Sage One Accounting Calculates the Financial Balances, click here. Profit and Loss Report When you generate a Profit and Loss Report the system will give you the option to calculate Cost of Sales based on Purchases or Sales. If you are making use of Analysis Codes, select your project, departments and cost codes. Select your date range in the date range drop down menu. You have the selection to preview the report as monthly, quarterly, yearly, month to date, quarter to date, year to date, life to date, custom to date, last month, last quarter and last year. If you select the custom dates option, you can select the date ranges from the calendar look up fields. You can select to group the report by month or quarter in the Group By field. You can also compare all the amounts with the previous year amounts by ticking the Compare With Last Year tick box. If you want the report to display all your Reporting Group Detail, check the check box. You can compare your profit and loss report with a budget that you created by ticking the Compare with Budget tick box. You can also display a budget variance on the profit and loss report. Select the Budget that you want to use in this report.

175 Select whether you want the cost of sales on the report to be displayed for Sales or Purchases. If you are using Decimal Values, check this check box. The Exclude Accounts option will only be available when running the profit and loss based on sales. When you run your Profit and Loss by sales, you have the option to exclude the Item Adjustments system accounts as well as any other Cost of Sales accounts you used to record your inventory movement on your balance sheet. When you select to group the Profit and Loss report, the Print Report and Report options will grey out and you will only be able to view the report and export the amounts to Excel. A PDFversion of the report will not be available when you select Group By options or Comparatives. This is an example of a Profit and Loss Report generated by Sage One Accounting:

176 You can change the dates to preview the report for in the Date Range drop down menus. Click on the Refresh button to refresh the details on the report. The following table explains the Profit and Loss Report s sections: Sections Explanation and Composition Calculation Sales The Sales line reflects all of your items and service items that you have sold to your customers. This amount includes customers that are on a Cash on Delivery basis and customers that are 30 day accounts or more. The Sales section also includes all of the accounts that are assigned to the Sales Account Category, for example the Consulting Revenue. Sales = [Physical Item Sales + Service Item Sales] + Accounts assigned to Sales Category Cost of Sales / Purchases The Cost of Sales / Purchases (COS) line reflects the amount you had to pay to acquire your physical or service items in order to sell them to your customers. These costs may include delivery charges that you had COS = [Cost of Physical Items Sold + Cost of Service Items Sold] + Accounts assigned to COSCategory

177 to pay to get the items to your premises, and so on. The COS section also includes all of the accounts that are assigned to the COS Account Category including Purchases described below. Purchases The Purchases line reflects the amount you paid to suppliers for items bought during the reporting period.these costs may include delivery charges that you had to pay to get the items to your premises, and so on. Purchases = [Physical Item Purchases + Service Item Purchases] Item Adjustments The Item Adjustments line reflects the value of all the item cost and quantity adjustments. Value of item adjustments Gross Profit The Gross Profit section is the difference between your Sales and COS. If this amount is a positive amount, it indicates that you have made money. If this amount is a negative amount, it indicates that your COS were more than your sales, which indicates that you have not made money. This is a simple calculation. Sales Cost of Sales = Gross Profit Other Income The Other Income section lists all of your other income accounts that generated income for the business. This may include additional services that you charged your customers for, such as delivery charges and so on. Sage One Accounting automatically includes discount received from suppliers for cash payment or for meeting payment terms. Total of Accounts linked to the Other Income Category including discounts received Expenses The Expenses section lists all of your expenses that you have incurred to run the business such as salaries, operational costs (telephone, rent etc.) and it can also include monies that you had to pay suppliers for non- Total of Accounts linked to the Expense Category including discounts allowed and bad debts

178 item based charges like penalty fees on late payments, interest on an overdue account, delivery charges and so on. Sage One Accounting automatically includes discounts allowed to customers for cash or early payment, as well as bad debts. Net Profit/Loss before Tax This section indicates if you have made a profit or loss after taking in account the Other Income and Expenses of your business before deducting Tax. Gross Profit + Other Income Expenses = Net Profit/Loss before Tax Income Tax Expense This line includes the total of all the accounts assigned to the Income Tax Expense Account Category. Total of Accounts linked to the Income Tax Expense Account Category Net Profit/Loss after Tax This section indicates if you have made a profit or loss after taking the Tax payments of your business into account. Net Profit/Loss before Tax Tax = Net Profit/Loss after Tax Remember that you can drill down to specific reports from the preview of the Profit and Loss Statement and any other report. From the Profit and Loss Statement, click on any line and a specific report will display detailing how the amount was calculated.

179 Balance Sheet This is an example of a Balance Sheet generated by Sage One Accounting:

180 The following table explains the Balance Sheets sections: Sections Explanation and Composition Calculation Non-Current Assets Your Non-Current Assets, previously known as Fixed Assets, are assets that are not easily converted into cash, such as property, motor vehicles and equipment. This section includes all of the accounts that are assigned to the Non-Current Asset Account Category. Non-Current Assets = Accounts assigned to the Non-Current Assets Account Category Current Assets Current Assets are those assets that are expected to generate income for the business within a specified time frame, usually a year. This section includes Items, Trade Receivables and all your Bank and Credit Card Accounts. This section also includes all of the accounts that are assigned to the Current Asset Account Category. Current Assets = [Items+Trade Receivables + Bank and Credit Card Accounts] + Account assigned to Current Asset Account Category Non-Current Liabilities A Liability is defined as an obligation of an entity arising from past transactions or events, such as loans and tax. A Non- Current Liability, previously known as Long Term Liability, is a liability that will not be settled within the next Financial Year. This section includes all of the accounts that are assigned to the Non-Current Liabilities Account Category. Non-Current Liabilities = Accounts assigned to the Non-Current Liabilities Account Category Current Liabilities A Current Liability is a liability that is expected to be settled within the current Financial Year. This section includes Trade Current Liabilities = [Trade Payables + Tax Payable] + Accounts assigned to the Current Liabilities Account Category

181 Payables, Tax Payable and all of the Accounts assigned to the Current Liability Account Category. Nett Asset/Liability Value This value represents the solvency of your business which means the ability of a business to cover its debts with its assets. Solvency can also be described as the ability of a business to meet its long-term fixed expenditure and to accomplish long-term expansion and growth. The better a company s solvency, the better it is financially. When a company is insolvent, it means that it can no longer operate and is undergoing bankruptcy. Solvency is a different concept from profitability, which refers to the ability to earn a profit. Businesses can be profitable without being solvent (for example, when they are expanding rapidly). Businesses can be solvent even while losing money. Nett Asset/Liability Value = Total Assets Total Liabilities Remember that you can drill down to specific reports from the preview of the Balance Sheet and any other report. For example, from the Balance Sheet, click on the Tax Payable line for the Tax Report to display.

182 How does Sage One Accounting Calculate Financial Balances? Sage One Accounting maintains the following system accounts which are calculated for the financial reports based on processed transactions: Profit and Loss Report System Accounts Sales Cost of Sales/Purchases Purchases Item Adjustments Discount Received Discount Allowed Bad Debts Calculation This is the total of all your Item sales, exclusive of VAT. This is the Cost of all physical Item Sales, based on the weighted average cost of the Item at the time of sale, plus the Cost of all service Item Purchases. This is the total of all your items bought, exclusive of VAT. This is the total of all item adjustments. This is the total of all discounts applied when processing payments to Suppliers. This is the total of all discounts applied when processing receipts from Customers. This is the total of all Customer Write-Offs. Balance Sheet System Accounts Trade Receivables Items Calculation This is the total of all outstanding Customer balances. This is the value of all Items on hand. The value of an Item is calculated as: [The Quantity on hand at the time of the report] x [The Average Cost of the Item at the time of the report (calculated chronologically based on the date the transactions were processed) in Sage One Accounting]

183 Bank Accounts Trade Payables VATPayable (Invoiced Based) VATPayable (Payments Based) VATProvision This is the balance on the respective Bank and Credit Card Accounts. These balances are affected by Customer Receipts, Supplier Payments, Account Receipts and Payments, and VAT Payments and Refunds. This is the total of all outstanding Supplier balances. This is the total of all Output VAT on Sales, less all Input VAT on Purchases and includes any VAT Payments or Refunds and VAT Adjustments. This is the total of all Output VAT on Receipts, less all Input VAT on payments and includes any VAT Payments or Refunds and VAT Adjustments. When you use the Payment Based VAT system, the VAT provision account accumulates the VAT amounts of unpaid customer and supplier invoices.

184 The Dashboards Sage One Accounting hosts six different dashboards and one workspace for users when selecting the Home main menu option: Main Company Dashboard Customer Dashboard Supplier Dashboard Item Dashboard Financial Dashboard Accountant Dashboard My Workspace Main Company Dashboard The main Company Dashboard shows you some key facts about your business: The To Do List shows due and overdue customer and supplier invoices, expiring and expired quotes and purchase orders and notes added from customers, suppliers, items, banks and credit cards, accounts and users. The Banking widget summarises your bank account activity and gives you an option to review your transactions. The balance that displays is in date and always display your current balance. It will also displays the date of your last Bank Statement import. Sales History shows a graph of total sales for this year, per month. You can access this function by selecting the Home menu option followed by the Dashboard option.

185 You can drill down in each element of the main Company Dashboard either by clicking on the graphic or by clicking on the detail links. You can customise some of the elements for more information. For example, if you select Settings on the Sales History graph, you can select to include customer returns. The symbols on each view are described below. Symbol Description Use this tool to minimise the view. You will see only the heading bar for the view. Select the option again to maximise the view. This tool refreshes the view with any changes you have made. For example, if you edit the Sales History graph to include customer returns, you must refresh the view to show the new information. You can close a view by clicking on this tool. This tool does not close the view permanently. If you open the Dashboard again, the view will be back. If you want to remove a view, you must select the Add Widget option and unselect the view.

186 Use this option to display your information in a chart format. Use this option to display your information in a table format. Should you want to add more snapshot screens to the main Company Dashboard, click on Dashboard Options followed by Add Widget and select the views that you want. You can unselect views by deselecting their boxes. Save your selection when you are finished. If you want to go back to the default dashboard settings, you can do so by clicking on the Reset Dashboard tab.

187 Customer Dashboard You can access this function by selecting the Home menu option followed by the Customer Dashboard option. The customer dashboard displays all necessary customer related information.

188 Supplier Dashboard You can access this function by selecting the Home menu option followed by the Supplier Dashboard option. The supplier dashboard displays all necessary supplier related information.

189 Item Dashboard You can access this function by selecting the Home menu option followed by the Item Dashboard option. The item dashboard displays all necessary item related information.

190 Financial Dashboard You can access this function by selecting the Home menu option followed by the Financial Dashboard option. The financial dashboard displays all necessary financial related information such as your income versus your expenses, your profits and losses as well as the banking widget.

191 The Accountant Dashboard If you are an accountant, you will have another dashboard available for selection in the Home menu. The Accountant Dashboard displays all necessary accountant related information such as the company tax information, your notes that was created and posted to you. You will see the Profit and Loss of the company and will also be able to set up Bank Feeds for the company through the Banks and Credit Cards widget.

192 My Workspace Sage One Accounting has a separate working area called the Workspace. Instead of selecting your dashboard you are allowed to view the My Workspace page. These are icons which will quickly link a user to the most important features in the software. You can customise the workspace to only include the functions that you need. Sage One Accounting allows you to even rename the heading and the details for each icon (link). You can also reset the original workspace and you can reset the Dashboard to be the default Home Page. Customise your Workspace You are able to include and remove whichever icons are most relevant to you. You can even drag and drop these icons onto different places on the screen. To customise your Workspace, click on the Customise button as indicated in the screen shot above.

193 You can rename and add a different description to each of the icons. Simply click on the icon heading or icon detail and type in the information that you would like to display. Click on the green tick button to save.

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195 Choosing the Dashboard you want to display Only users have the option to choose the dashboard they want to display when logging into Sage One Accounting. To access this function, select the My Profile link at the top of the page followed by the Preferences tab. Select the Default Dashboard to display from the drop down menu. When you log into Sage One Accounting, the dashboard that you selected will display.

196 Bank Feeds Starting today, you can set up bank feeds which allow you to automatically import bank statements into your Sage One Accounting bank or credit card accounts from banks and other financial institutions. This saves you having to manually import your bank statements yourself. Each day when you log into your company, any new transactions available in your bank statement will be automatically refreshed and then made available for review in the Bank Statements screen. You will save even more time by mapping transactions where Sage One Accounting will automatically assign the correct accounts each time your automated bank statements are refreshed. Managing your bank account could not be easier! How does this work? Sage One Accounting uses Yodlee, a third-party online banking solution provider. Yodlee connects to thousands of banking websites worldwide to retrieve bank statement information and make this available for use. Yodlee accesses your online banking and stores the login credentials you provide when setting up the bank feed. Yodlee logs into your online banking website on your behalf and retrieves your bank statement information. How safe are my details? Yodlee stores your online banking login credentials in a highly secure system. To be able to access your online banking website, Yodlee needs to store a copy of your online banking credentials. You will need to provide these credentials when you set up a Yodlee bank feed in Sage One Accounting. Yodlee then logs into your banking website on your behalf and retrieves your bank statement information. This bank statement information is securely transferred to Sage One Accounting. If your online banking website is set up to send you an or SMS notification that you have logged on to your internet banking account, you will also receive a notification each time Yodlee accesses and retrieves your bank statement information. Bank feeds are automatically refreshed every time a user logs into their company, if your bank does not have multi-factor authentication. Transactions brought into Sage One Accounting from your bank feeds should be as up to date as your online banking, but may be a few days behind, particularly for credit card accounts. Sage One Accounting is reliant on Yodlee to get bank statement information from your online banking account. Delays may occur if the Yodlee site or your online banking site is not working correctly. Yodlee relies on the information from a bank s website not changing. If your bank changes data significantly, it may affect the accuracy and reliability of your bank feed. Yodlee does, however, do its best to accommodate changes as quickly as possible. Can I deactivate a bank feed? You can deactivate any bank feed from the Manage Bank Feeds on the Banking menu.

197 Can I refresh my bank feeds manually? You can refresh the feed manually at any time. You do this from any of the Dashboard widgets, or Manage Bank Feeds on the Banking menu. What about multi-factor authentication? Some online banking websites have additional one-time authentication, over and above user credentials, before you can access their websites. This is called multi-factor authentication, and may take the form of a security or SMS or a security token provided by the banking institution. Before setting up your bank feeds: If you have been manually importing or capturing your transactions, check the date of the last transactions. This is so you don t import duplicate transactions when you get to the option of importing transactions through the automated bank feeds. If you have already been manually importing or capturing your transactions in Sage One Accounting, check the date of your last transactions and start your bank feeds only from the next date. This is so you don t import duplicate transactions. You can import up to 90 days transactions into Sage One Accounting. This is however, dependent on your bank as all banks are different. If you need to import more transactions than your bank or Sage One Accounting allows through bank feeds, you can manually import these transactions. You cannot import duplicate transactions through bank feeds. Sage One Accounting will recognize these transactions and only import any new ones. However, make sure that you do not import older transactions through bank feeds and then import the same transactions manually because Sage One Accounting will not recognize these transactions as duplicates.

198 Setting up Bank Feeds To set up your bank feeds, go to Banking Transactions Manage Bank Feeds. Sage One Accounting supports thousands of banking institutions. Select your bank from the list or search for your bank using the Other option. The following screen will display:

199 Once the bank feeds are enabled, you will be able to select which internet banking accounts from YOURBANK should be linked. For example, if you have a credit card and a current account linked to one internet banking login, you will be able to specify which bank account to link to your Sage One Accounting bank account. With your permission, Sage One Accounting will connect to your bank to enable bank feeds. To do this please provide your internet banking login details. Click on the Next button. The following screen will display:

200 Enter your account names or choose and existing bank account. Click on the Next button. Select the date from when the transactions must be imported.

201 Click on the Next button. The Sage One Accounting Bank or Credit Card accounts will be created and linked to your selected Internet Banking Accounts. In order for Sage One Accounting to track your bank balance, an opening balance is required. Sage One Accounting will create your opening balance for Banks and Credit Cards based on the transactions retrieved from your First Import Date and your current Internet Banking Balance. Transactions that have been imported will only affect your bank balance once they are processed. Transactions can be reviewed, allocated and then processed by choosing the Review Transactions button on the last step of this wizard. You will be able to adjust your opening balance later by choosing the Adjust Bank and Credit Card Opening Balances option on the Banking Special menu.

202 Click on the Next button. Once the account is linked, click on the Review Transactions button to view the transactions in the Bank Statements screen.

203 Manage Bank Feeds Once you have set up your bank feeds, you can manage the details. You are able to: change your banks which are linked to the bank feeds to other bank accounts; deactivate your bank feeds; update your internet banking login details; and create new bank feeds. To manage your bank feeds, go to Banking Transactions Manage Bank Feeds. Linking your bank feeds to another bank account Sage One Accounting allows you to change your current bank account which is linked to a bank feed to another bank account. In the Link to this bank account drop down menu, select the bank account you wish to change to. Enter the date that the system needs to start importing the bank accounts from, in the First import field.

204 Once the new selection has been made, click on the Save button. Deactivating your account You can deactivate your bank account from using the bank feeds feature in Sage One Accounting. When you do this, you will only have the option to import your bank statement transactions manually. Click on the Deactivate link to deactivate your account and to import your bank statements manually. Confirm to deactivate your bank feed. Updating your Internet Banking Login Details When you have changed your internet banking login details, you have to change the details in Sage One Accounting to prevent errors from happening. Only with your permission, Sage One Accounting will connect to your bank to enable bank feeds. To do this, you need to provide your internet banking login details.

205 Click on the Save button to update the changes. Creating new Bank Feeds If your internet banking account does not appear in the list of bank accounts, the account may not be linked to the login credentials supplied or the banking institution you have already set up. To create a new or add another bank feed, click on the here link at the bottom of the screen. Bank Feeds Errors You may encounter errors when the Bank Feeds are running. Here are some of the errors that you can receive: Your login details may be incorrect. Change your bank feeds login if you have changed your Internet banking credentials with your bank, but haven t updated them in Sage One Accounting. Go to Banking Transactions Manage Bank Feeds. Yodlee is unable to connect to your Internet banking site. Check that you can access your Internet banking site from the bank website.

206 There is a problem getting transactions from Yodlee. Refresh your bank feeds manually. If you still encounter an error, contact Sage One Accounting support.

207 Budgets Sage One Accounting allows you to create your financial budgets. Follow these steps to create a budget for your company: Click on the Company Budgets Add a budget option. The following screen will be displayed: Enter the name of your budget in the available field. Select whether your budget will be for the current year or for the next year. You have the option to create your budget using historical data from Sage One Accounting or you can enter your budget amounts for each account manually. Click on the Next button.

208 Create your budget based on historical data Choose the historical data to use current year or the previous year data. Select the historical data Cost of Sales to be based on Purchases or Sales. You can use your previous year actuals and adjust and round the values to increase or decrease and you can set it by percentage and round it to the nearest value or you can use your previous year actuals and round the values to the nearest value. Click on the Create Budget button.

209 Create your budget manually Enter all the amounts of all the system accounts. If not all the system accounts are available that you need to enter amounts for, you need to create new accounts. Click on the Copy button ( This button copies the budget values for this account). The following screen will be displayed: You have the option to copy the same values in the upcoming months, or you can copy this value across to each month going forward, adjusting the values at the same time. Click on the Copy Now button. The following screen will be displayed: If you click on the blue Copy button ( This button copies the budget values for all accounts), the following screen will be displayed:

210 You have the option to copy the value entered to each month going forward, or you can copy this value across to each month going forward, adjusting the values at the same time. Click on the Copy Now button. Once you completed entering the budget amounts, you can save the budget by clicking on the Save button. The Budget Report Once you have created and saved your budget, you can print or export your report to submit it to the banks or financial institutions. Follow these steps to view your budget report: Click on the Company Budgets Budget Report option.. The following screen will be displayed: Select your budget from the Budget drop down menu.

211 Check the Show Zero Items check box if you want to see zero values. Click on the View Report button. The following screen will be displayed: You can either export this report to Excel or you can print the report.

212 Opening Balances If you are currently working on an accounting system and you want to bring across your opening balances to Sage One Accounting, use the Opening Balances option to quickly and easily guide you through the process. Enter the date you will start processing in Sage One Accounting in the field available. Gather the information that you need from your previous accounting system by running reports, such as the Trial Balance, for account balances as at a day before the date you selected here. If you do not have the required information to enter your opening balances, you can start working in Sage One Accounting and come back to your opening balances at a later stage by choosing the Opening Balances option on the Company menu. If you are unsure about these account balances and where to get them from, ask your Accountant to assist. You can also invite your accountant or bookkeeper to Sage One Accounting. Record opening balances from your previous accounting system. Opening balances can be changed at a later stage. To get back to this Opening Balances wizard, select Opening Balances from the Company Menu. Note on System Accounts In Sage One Accounting, you cannot process directly to System Accounts. These accounts accumulate balances as you process in Sage One Accounting. Opening Balances for System Accounts will be created in a separate Opening Balance Account. For example, creating an Opening Balance for the sales System Account will create a Sales Opening Balance Account.

213 Opening Balance screen not in balance You will notice at the bottom of the opening balances screen you will have a thumbs up or a thumbs down picture that will show you whether your balances are balancing or not: Enter all the correct opening balances and ensure that you have a thumbs up: