New Features Guide Sage

New Features Guide Sage 200 2015

Copyright statement Sage (UK) Limited and Sage Hibernia Limited, 2015. All rights reserved. If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited or Sage Hibernia Limited, publisher of this work. Use of the software described in this documentation is subject to Sage (UK) Limited or Sage Hibernia Limited's Licence Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited and Sage Hibernia Limited, or its holding company, The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners. Sage UK North Park Newcastle Upon Tyne NE13 9AA Sage Hibernia Ltd trading as Sage Ireland 3096 Lake Drive Citywest Business Park Dublin Issue date: 29/06/2015 Pbn No: 14623

Contents 1 Introduction 1 2 You are important to us 5 3 Quick start guide to the new look 7 Using the new desktop 9 Find things using the banner 10 Find views in the work area 12 Find things using the navigation area 20 Find things using the activity bar 23 4 Customising the look and feel 25 Setting your own Home Page 26 Setting up your Favourites view 27 New Edit Menu mode 30 5 Resurfaced 2011 enquires 33 6 Standardising item names 35 7 Excel Reporting 37 Viewing, restoring and uploading Excel reports 42 Using Excel reports 44 8 Your wishes - features and enhancements 49 Fixed Assets 50 Work in progress (WIP) 53 Correcting posted financial transactions 57 Converting estimates to BOMs 60 9 Changes to the Sage 200 CRM synchronisation 63 10 What else is new - legislative changes 65

New Features Guide Settlement discounts after 1st April 2015 (UK only) 66 Recommended procedure in Sage 200 with MOSS 72

1 Introduction This guide introduces what is different in Sage 200 2015 from earlier versions of Sage 200. There is a raft of changes in concept and in features - new and enhanced. We hope you will not be swept away but instead will be blown away by all that we have done for you in Sage 200 2015 because much of it is based on your feedback. Remember that you can always find the details of new features and anything else about the functionality of Sage 200 in the online help. Press F1 to see the help when you are in a screen, or go to the help web page: http://desktophelp.sage.co.uk/sage200/2015/help.htm. And if you have feedback on anything in the help or any of the guides, please email us at Sage200TechnicalAuthors@sage.com. You are important to us It's very important to us to take on board your feedback to help us shape future Sage 200 products. We've worked hard to bring you things you wanted in 2015 and we've also introduced two features to make it easier for you to help us improve Sage 200 in future. Ideas Hub The Ideas Hub is where you can add your own wishes for the future of Sage 200. You can see what ideas are already on there and add your own. Sage 200 Analytics We've added a switch within System Administration so that, with your permission, we can collect information about how you use Sage 200. 1

New Features Guide New look and feel We've listened to you and made substantial changes to bring Sage 200 2015 to you with a modern and fresh look and feel, a number of exciting usability enhancements and much greater choice and flexibility in how you use Sage 200. There are new desktop lists, process maps and workspaces, including Summaries which provide a visual overview of some of the key statistics in your business. We have brought back the 2011 Enquiry forms which weren't available from the menu by default in 2013. So you now have greater and more visible choice when making enquiries within the modules. The old Menu Design Mode, which was felt to be difficult and cumbersome, has been replaced by an easier and simpler Menu Edit Mode which lets you change the Sage 200 menu for all users in one go. We've even introduced more control over readability in lists by being able to choose the spacing between rows. You can also expand and shrink the navigation area to give you more control of your working space within the Sage 200 desktop. We've added a Search menu option to help you find the screens you want to use. Standardising names of items in the user interface We have tried to standardise the labelling of fields within the program across the modules. These changes are cosmetic but will hopefully assist you when you use the program. Reporting using Excel Excel reporting within Sage 200 2015 gives you greater choice over how you produce the reports that you want. Some reports are provided out of the box, others are available by subscription. Excel Reporting is new in Sage 200 2015 and is different from the Sage 200 Extra module called Excel Integration that has been available in Sage 200 for some time. Your wishes - features and enhancements Some of your top wishes for Sage 200 have been included in 2015. New! Fixed Assets One top wish for Sage 200 was to have the ability to record and manage your tangible long term assets within Sage 200. We've included a Fixed Assets Register within the Nominal Ledger so you can now do this. 2

1 Introduction New! Work in Progress (WIP) You asked us for the ability to calculate and measure the true profitability of your projects in your financial reports throughout the duration of the projects. The introduction of a work in progress (WIP) account in 2015 lets you gather project costs and post them in the same accounting period as the project revenue so the true profitability of your projects is reflected in your financial reports. Enhancement for all users: Easier correction of posted financial transactions You also asked for an easier way to amend and correct nominal ledger posting details for current and previous years. Now there is one. Enhancement for Manufacturing users: Conversion of estimates to BOMs Manufacturing users have improvements in the process of converting estimates to BOMs. Now, you can specify whether Machines or Labour is the primary constraint in the Bill of Materials module calculations following conversion. You can also determine whether the setup cost taken across during conversion is for Machine or Labour, and you can take running costs across for both machine and labour resources. Changes to Sage 200 CRM Integration For Sage 200 2015 changes have been made to the way data is synchronised between Sage 200 and Sage 200 CRM to make the synchronisation more streamlined and to help you to identify records that are causing a failure in the process: When records have been changed in CRM and sent to Sage 200, they are not synchronised back to CRM unless they have been changed again in Sage 200. Only the parts of the customer and supplier records that have been updated are included in the synchronisation, rather than the whole record. If a record causes the synchronisation to fail, we have made changes so that the last record in the log files will be the one that caused the failure, making it easier to troubleshoot. What else is new - legislative changes Early settlement discount and UK VAT Sage 200 2015 has been updated so it is fully compliant with the new rules around how VAT is calculated on invoices with early settlement discount. These rules come into effect on 1st April 2015. Under the new rules, the VAT on the invoice is only discounted when it is paid within the settlement discount period. Previously the VAT was discounted regardless of when the invoice was paid. This means that VAT now needs to be calculated at the full value of the invoice rather than the discounted value as previously. 3

New Features Guide Mini One Stop Shop (MOSS) We want to help you to keep up with legislative changes, so we have given you guidelines to follow in Sage 200 if you are a UK based business and you want to use the Mini One Stop Shop (MOSS) service which is available from 1st January 2015 with the HMRC in the UK. The HMRC new rules state that VAT on the sale of e-services from businesses to customers (B2C) in other EU countries will now be charged VAT in the country where the customer is based. For example, your business sells a new app for a smart phone or tablet to a private individual based in Italy. UK VAT is not charged on this sale but Italian VAT is. So that you don't have to register for VAT in every country where you supply these services, you can use the HMRC's VAT MOSS online service to account for VAT on your e-services. If you want to do this, we give you a recommended process to follow in Sage 200. For more information on MOSS, see http://www.hmrc.gov.uk/news/one-stop-shop 4

2 You are important to us We are constantly seeking to improve the quality of what we provide and we have received feedback from you throughout 2014 about what you want to see in Sage 200 going forwards. To facilitate the flow of information between us, we've introduced the following two features in Sage 200 2015 which you can use to help us improve Sage 200 for you. Ideas Hub If you have ideas to improve Sage 200, we want to hear about them, capture them and plan to adopt them. You can open the Ideas Hub by clicking the lightbulb icon on the banner. You can also find it at the following URL: http://www.sage.co.uk/sage200ideashub Have a look and check it out. Maybe other people have had the same idea as you. The more people who have the same idea, the higher up the plan it will climb. Sage 200 Analytics A very simple way for us to collect information about how you are using Sage 200 2015 is to collect data on where the system is most used. We've added a switch within System Administration so that, with your permission, we can collect information about how you use Sage 200. This will help us to understand better how Sage 200 is used in the real world and inform our product development plans in future. 5

New Features Guide The Sage 200 Analytics check box is found on the Licence page within Sage 200 System Administration. If you select the check box, we can collect information about how you use Sage 200. We never collect any of your accounting or personal data. If you clear the check box, we won't collect information about how you use Sage 200. It's that simple! 6

3 Quick start guide to the new look Much of the reorganisation and design of the new look and feel is to make it easier for you to find and access what you need. At first, if you're not used to the new look and feel, it might not feel that way. But we're confident you will soon grow to love the new interface. To make things easier we have created some short videos to demonstrate some of the features in the new interface. If you have access to the Internet, you can find them on the Sage 200 2015 Home Page. 7

New Features Guide Tip: You can also find links to the videos in the Sage 200 2015 help system Home Page. The Home Page is a new and refreshed Welcome Page for using Sage 200. It replaces the individual module Welcome Pages you had in previous versions of Sage 200. The default Home Page has three views: Getting started. This view has links to help pages, videos, and quick links to different parts of Sage 200. Home Page Favourites. You can use this view to display some of your favourites. To display favourites in this view, add them to the Home Page Favourites folder in the Favourites view. Frequently accessed. This view shows you what you accessed on a particular day of the week - forms, workspaces, lists and anything that you launched from the menu - so that you can retrieve it quickly. For example, if it is a Thursday, you will see all the things you frequently accessed on previous Thursdays. You can use the Home page provided or you can select your own. For information on how to select your own Home Page or create Home Page favourites, see Setting your own Home Page on page 26. 8

3 Quick start guide to the new look Using the new desktop The Sage 200 2015 desktop allows you to view and perform tasks on your company data. The desktop is divided into the following areas: Tip: You can find more detail in the Sage 200 2015 help from the help topic, Use the Sage 200 2015 desktop or by viewing the video Your Sage 200 Desktop. There are many different ways to find things in Sage 200 2015. You can: Find things using the banner on page 10 Find things using the navigation area on page 20 Search the menu on page 22 Find views in the work area on page 12 Find items in desktop lists on page 15 Find things using the activity bar on page 23 9

New Features Guide Find things using the banner In 2013 you could create favourites and open the print spooler or change company, or set your desktop themes from the menu and tool bar, which looked like this: In 2015 this has been replaced with the Banner. The banner contains the following options: Icon Accesses Does Takes you to the home page. This is only visible if the Navigation Area has been Maximised. You can right-click and choose Reset my Home Page or Show Application Home Page. Unpin from desktop Pin to Desktop Unpins the navigation area and minimises it. This is only visible if the Navigation Area is Maximised and Pinned. Pins the navigation area to the desktop so that it remains visible as you work. This is only visible if the Navigation Area is Maximised and Unpinned. Ideas Hub Spooler Takes you to our Ideas Hub where you can browse and add your own requests for the future of Sage 200. Opens the print spooler window. You can view, print, email or delete reports from the spooler. Tip: Choose whether reports are sent to the spooler by using > Output Mode. Tools Opens the tools drop-down menu. 10

3 Quick start guide to the new look Icon Accesses Does Change company User Login Status Preferences Choose Output Mode Select another company. View who is currently logged onto Sage 200 and which users have been disconnected part-way through a session. Select your desktop theme, change line spacing in desktop lists, or reset your desktop settings. Choose how Sage 200 reports and documents are printed by default. You can send them to the printer, preview on-screen, or save them to the spooler to print later. Tip: To view what is in the spooler, click. Choose Layouts Run Sage Report Designer Run Workspace Designer Installers Show Workspaces in Browser About Sage 200 Favourites Choose the layout that you want to use with Sage 200 documents and letters, such as invoices and purchase orders. Launch Sage Report Designer. Launch the Workspace Designer. Workspace Designer is only available in Sage 200 Extra of Sage 200 Install Nominal Link Components and e-banking Components. Launch a browser window to access Sage 200 data remotely, using the Self Service application. Your user account must have been set up as a web user, and you will need to log on to the Self Service application when prompted. Find out the version of Sage 200 along with System information. Adds or removes the current desktop item as a favourite. If the icon is, you cannot add the current item as a favourite. Help Opens the Sage 200 Help. 11

New Features Guide Find views in the work area Where's the old dashboards view? In 2013, you could access the following views from a Dashboards drop-down list: In 2015, you access all the views from the menu. For example, within the Cash Book, you can see what is a list, process map or workspace by the icon as well as by the text. Icon Type of item Example Lists Process Maps Workspaces Dashboard Views are still available from the menus but these are workspaces and are accessed either from the Enquiries menu within a module or directly from running the Self Service application in a web browser. Welcome Pages are no longer available for each module, however you have a new and improved Home Page that contains three different views - Getting Started, Home Page Favourites and Frequently Accessed. See Home Page. 12

3 Quick start guide to the new look New desktop lists Lists are a simple way of displaying information stored for each module. You can use lists to find and analyse information, open related windows, perform actions on the module items and run reports. New desktop lists have been provided as follows: For all Sage 200 users: Sales Ledger, Purchase Ledger, Nominal Ledger, Cash Book, Stock Control, Sales Order Processing, Price Book, Purchase Order Processing, Bill of Materials, Bill of Materials Allocations, Bill of Materials Build Records, Project Accounting, Transaction Audit Trail List, Opening Balances Audit Trail List, Labour Register, Machine Register, Tool Register, Operations Register, Drawing Register For Sage 200 Manufacturing users: Estimates, Planning, MRP Recommendations,Works Orders, Employees, Expense Types, Non- Chargeable Time, Certificates of Conformity, Stage Templates, Prospects and Labour Categories. Desktop lists in 2015 have an action bar across the top to give you easy access to the actions you can perform on the list items. When you select items in the desktop list, you can use the action icons at the top of the desktop list, or right-click anywhere in the desktop list and select the actions from the context menu that appears. 13

New Features Guide You can work with multiple items for some actions, for example you can edit details for a number of selected accounts. The actions available from the desktop list are the same as those in the action bar and also from the navigation area. For example, selecting New Account from the Nominal List action bar is the same as selecting Nominal Ledger > Nominal Accounts > New Account from the menu or Actions > New/Amend > New Account from the context menu. There are additional actions on the list context menu. You can print reports (Reports), find items (Find), send the desktop list item to a spreadsheet in Excel (Send To Excel), show and hide columns (Columns) in the desktop list or print items (Print). Tip: By default, desktop lists show 360 records per page. You can change this by selecting at the top of the list, but note that this only shows the first 1000 records. However, rather than scrolling to find records, we recommend that you use to find the record you want. You can find more detail about desktop lists in the Sage 200 2015 help topic, How to use desktop lists, or by viewing the video, Using lists, in Sage 200 help. 14

3 Quick start guide to the new look Find items in desktop lists You can find items in desktop lists in two ways: Use a simple search The Search list... box appears at the top of the desktop lists. To find something, type it into the box and press Return or click the magnifying glass icon. For example, a search for all references to import finds those suppliers who have import in their Name: To clear the search results, click the cancel search icon. 15

New Features Guide Use search filters You can search for a specific item in a list, or set up a search filter, to limit the information that is displayed, for example if you wanted to search for purchase orders with values over 5,000. Search filters are useful for when you search for something regularly. You can make a search filter available to any user in the same company who can see the desktop list, by selecting the Public check box for the filter. Remember that when you make a filter public, it can be changed or deleted by another user. If you don't want that to happen, don't make the filter public. To use an existing filter, select it from the drop-down Filter list. To add, edit or remove filters, click the filter icon to display the Maintain Filters window. You can find more information on searching and using filters in the Sage 200 help topic, Using Search filters to find records. 16

3 Quick start guide to the new look New look process maps Process maps show the workflow associated with a particular module. For example, the Nominal Ledger process map shows the flow of tasks from entering a new nominal account to updating waiting postings. Each icon represents a function in Sage 200. To access the function, click on the icon. Tip: Process maps are described in the Sage 200 2015 help topic, How to use process maps. 17

New Features Guide New summary workspaces Summary workspaces are graphical answers to key questions about your business performance and you can click a slice to see more detail. 18

3 Quick start guide to the new look More information is available by hovering over different areas of the summary. You can zoom in on some summaries by using the mouse to select details to enlarge.for example, you may want to see debtors control more clearly at periods 3 or 4. You select with the mouse the area you want to enlarge and it is displayed in more detail. You can revert to the original view by clicking Revert zoom. Tip: You can find more detail about summary pages in the Sage 200 2015 help topic, How to use summaries. 19

New Features Guide Find things using the navigation area Use the menu to browse or search for what you are looking for and create your own menu in the Favourites view. Use the Menu view When you open Sage 200 2015 the navigation area is maximised and pinned to the desktop. Maximised view Minimised view You can unpin the navigation area in order to make more space to work in, by clicking on the banner. If you want to maximise it again, just click on an icon in the minimised menu and the menu will expand. Then you can pin it by clicking the Pin on the banner. For information on using and editing the menu, see the section New Edit Menu mode on page 30 in Customising the look and feel on page 25 or view the video, Using menus, in the Sage 200 help. 20

3 Quick start guide to the new look Use the Favourites view This is the place where you can keep shortcuts to everything you want to access quickly in Sage 200. When you are using a screen or desktop list, workspace or summary, you can choose it as a favourite, by clicking and it will be added to your Favourites view. You can organise your Favourites how you like, and share your favourites with others by exporting and importing them. For more information, see the section on Setting up your Favourites view on page 27 in Customising the look and feel on page 25 or view the video, Using Favourites, in the Sage 200 help. 21

New Features Guide Search the menu This is an exciting new feature in 2015. You can now search the menu directly for what you want to find. To use Search menu, maximise the menu and then enter what you want to find in the Search menu box. Then click the magnifying glass icon. For example, search for Account Details and then select which of the screens you want from the list that is found. The results are shown in two groups: Menu items that contain the text in the title. Items that contain, or are related to, the search term. If you want to find items that contain BACS in the title or in the content, enter BACS in the Search menu box, and click the magnifying glass icon. The search looks for matching text across Sage 200. BACS does not form part of any screen title, so these results show the second level of search where screens that are related to BACs are shown. For more information on this exciting new feature, see the video, Using Search, in Sage 200 help. 22

3 Quick start guide to the new look Find things using the activity bar Use the Activity Bar to: Switch between your Open Windows. Tip: If you want to close all your open windows, select Open Windows > Close All. If there is unsaved data on a window, you are prompted and can choose to save the data or not. Open recently used process maps, desktop lists, workspaces or summaries. 23

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4 Customising the look and feel Theme You can select which theme you want to work with. Select > Preferences on the Banner to get started. By default the dark theme is used but you can select dark, white or light themes. Dark Light White When you have selected your theme, close and re-open Sage 200 to see the theme change take effect. Line spacing You can choose which line spacing you prefer to use in desktop lists. Select > Preferences on the Banner to get started. By default, normal spacing is used but you can select narrow, normal or wide spacing. Narrow Normal Wide 25

New Features Guide Setting your own Home Page The Home Page is displayed in the desktop when you first start Sage 200. The default Home Page has three tabs - Getting started, Home Page Favourites and Frequently accessed. You can use the home page provided or select your own.. To select your own Home Page 1. Open the desktop view that you want to make your Home page, such as a desktop list, summary page, or workspace. 2. Expand the Navigation Area by clicking on one of the icons on the Minimised Menu. 3. Right-click on the list, summary or workspace and select Make this my Home Page. To display the Home Page Click the Display Home Page icon on the toolbar, or Click the icon on the toolbar, right-click and select Show Application Home Page. To revert to the default Home Page If you have selected a Home Page of your own, you will not have Home Page Favourites or Frequently accessed tabs available. If you want to use these tabs, revert to the default Home Page. Click the icon on the toolbar, right-click and select Reset my Home Page. 26

4 Customising the look and feel Setting up your Favourites view The Favourites view is where you keep shortcuts to everything that you want to access quickly in Sage 200. Add and remove favourites When you're using any window or desktop view in Sage 200, you can quickly add it to your Favourites. Select the favourite icon to add the current window or view to your Favourites. This means the window or view is already in your Favourites. If you select this again, it will be removed. This means you cannot add the window or view to your Favourites. Organise your favourites You can organise your favourites as you like; you can move and rename your favourites, and put them in folders. If you want to set up a page of favourites to put on the Home page, you can use the Home Page Favourites folder. You will see what you add here on the Home Page Favourites folder of the default Home Page. If you are not using the default Home Page you can still see your Home Page Favourites within the folder on the Favourites view. If your administrator or Business Partner has imported a menu for you during upgrade or as an addon in System Administration, you will see it listed in the Migrated User Own Menu folder on the Favourites view. Open: Navigation Area, select the Favourites View and click Edit Favourites. The Favourites Edit Mode is opened and an Edit toolbar is available. 27

New Features Guide 1. To add a folder, click New. A new folder is added at the bottom of the menu. 2. To remove a folder, select the folder and click Remove Favourite. If the folder has contents, you are prompted to confirm that you want to remove the folder and its contents. 3. To remove a favourite, click Remove from Favourites. 4. a. To rename an item, select the item and click Rename. b. To move the selected item up, click Move Up. c. To move the selected item down,click Move Down. d. To expand or collapse the favourites structure, right-click within Favourites and select Expand All or Collapse All. e. When you've finished organising your favourites, click the Close icon. For example If you mainly use Sage 200 to enter supplier and customer transactions, you can open each transaction window that you use and click to add those windows to your Favourites view. If you want to organise your favourites, creating folders and a structure, then you click right hand side of the Favourites view to enter Edit Favourites mode. at the top 28

4 Customising the look and feel This shows how your Home Page Favourites could look if you created a structure for customers and suppliers and their transactions. Import and export favourites You can do this from the Favourites View or from the Favourites Edit Mode. Open: Navigation Area and select the Favourites View. To import favourites, right-click within the Favourites View and select Import. Browse to the location of the favourites file (.fav) to select the file and click Open to import it. The imported favourites will be put into a new folder. To export favourites, right-click within the Favourites View and select Export. Browse to the location you want to save the favourites file (.fav), enter a filename for the exported file and click Save. 29

New Features Guide New Edit Menu mode The menu is for all Sage 200 users, so customising the menu is restricted. If you are an administrator or have been given permission to change the menu (the Can Edit Menu option is selected in your User Account Properties in System Administration) then you can change the menu for all Sage 200 users. What individual users can see in the menu is restricted through roles in System Administration. You can filter the menu view from the context menu when you right-click on a menu item: Tip: If you want to create a menu for your own personal use only, use the Favourites option. For information, see Setting up your Favourites view on page 27. To customise the menu Open: Navigation Area, select the Menu View and click Edit Menu. The Menu Edit Mode is opened and an Edit toolbar is available. You can select the following actions from the toolbar or right-click on the menu and select actions from the menu that appears. 30

4 Customising the look and feel 1. To add a folder, click New and select New Folder. A new folder is added at the bottom of the menu. 2. To add a menu item, click New and select New Menu Item. You can add an existing target: An existing option from any of the Sage 200 modules. An item, such as a workspace or report. An item from a third party database that has a target set up in System Administration. a. Enter a Title for the new menu item. b. Select the Target from the available list. o Expand the folders to find what you want within them. c. Enter a custom icon, if required. Select an icon already provided: i. Click Browse on the New Menu Item window to open the Select Icon window. ii. Select an icon from those displayed. iii. Click OK. Select an icon of your own: i. Click Browse on the New Menu Item window to open the Select Icon window. ii. Click Browse on the Select Icon window. iii. Locate the file with your own icons. iv. Click Open. d. Click OK. 3. To remove an item, select the item and click Remove. 4. To rename an item, select the item and click Rename. 5. To move items up within the structure, select the item and click Move Up. 6. To move items down within the structure, select the item and click Move Down. 7. To expand or collapse the menu structure, select an item in the menu, right-click and select Expand All or Collapse All. 8. To close Menu Edit Mode, click the close icon. 31

New Features Guide To revert to the original menu Open: Navigation Area, select the Menu View and click Edit Menu. The Menu Edit Mode is opened and an Edit toolbar is available. Select an item in the menu, right-click and select Revert to Default Menu. To export the menu The export creates a Menu Differential File (.dif). To import this into other instances of Sage 200, you must add the file to an SBDX package and then import it, using the Add-on wizard in System Administration. Creating SBDX packages or adding them would normally be done by a system administrator or Business Partner and the process for doing this is not included in Sage 200 help. Open: Navigation Area, select the Menu View and click Edit Menu. The Menu Edit Mode is opened and an Edit toolbar is available. Select an item in the menu, right-click and select Export. Select where to save the menu differential file (.dif) and what you want to call it and click Save. 32

5 Resurfaced 2011 enquires We listened to you and brought back the following Sage 200 v2011 enquiries. These can be found on the following module menus: Module Menu Enquiry Sales Ledger Sales Enquiries Account Enquiry Transaction Enquiry Purchase Ledger Purchase Enquiries Account Enquiry Transaction Enquiry Nominal Ledger Nominal Enquiries Account Enquiry Transaction Enquiry View Waiting Postings Cash Book Cash Book Enquiries Account Enquiry Transaction Enquiry SO and DD Enquiry Stock Control Enquiries View Stock Item Balances View Stock Item Details View Buying Prices View Stock Item History View Monthly Trading Figures 33

New Features Guide Module Menu Enquiry View Batch/Serial No Details Sales Order Processing Enquiries View Sales Orders View Sales Orders for Stock Item View Sales Return View Quotation View Pro Forma View Payment Totals Purchase Order Processing Enquiries View Purchase Order View Purchase Orders for Stock Item View Purchase Return Accounting System Manager System Utilities Transaction Audit File 34

6 Standardising item names We have tried to standardise the labelling of items within the program. These changes are cosmetic but will hopefully make it easier for you to use the program in future. For example, what was A/C Ref in 2013 is now Code in 2015: Most occurrences of tax in 2013 are now VAT in 2015: 35

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7 Excel Reporting Excel Reporting in Sage 200 2015 now gives you greater choice over how you can produce the reports that you want. Some Excel reports are provided free with Sage 200 2015, but there are many more available if you subscribe to Excel Reporting. You can see some preview reports within the program of the kind of reports you would get in subscription packages. Subscription to Excel Reporting has many advantages for you: it provides you with a greater number of reports to use, gives you access to purchase the report packs available and provides extensibility for third party integration. Excel Reporting is new in Sage 200 2015 and is different from the Sage 200 Extramodule called Excel Integration that has been available in Sage 200 for some time. Free reports Free Excel Reporting workbooks are provided with Sage 200 to get you started: Report Customers Description Detailed information about your customer accounts, including their current balance. This report could potentially be used as a source for a mail merge, data validation and cross-referencing, or graphical analysis by analysis code. Nominal Accounts Summary of your nominal accounts with month and year-to-date balances. This report contains credit, debit and balance for the year and for periods, so it could potentially be used to create a custom Trial Balance, working Profit and Loss, or Balance Sheet. 37

New Features Guide Report Stock Items Description Details of your stock items, including quantities and location. This report could potentially be used to help discover where there are shortages of stock items, to display graphs of stock balances, or to find items which have not been sold for a long time. Suppliers Detailed information about your supplier accounts, including their current balance. Preview reports There are also some preview reports provided free which demonstrate reports in subscription packages but only show a restricted number of results: Report Customer Transactions Preview Nominal Transactions Preview Stock Transactions Preview Supplier Transactions Preview Description Details of current transactions for customer accounts. This is preview of the subscription Customer Current Transactions report, and is restricted to show the 250 most recent transactions. Details of transactions on Nominal Ledger accounts. This is preview of the subscription Nominal Transactions report, and is restricted to show the 250 most recent transactions. Details of stock item transactions (movements). This is preview of the subscription Stock Transaction History report, and is restricted to show the 250 most recent Movement In/Out transactions by date. Details of current transactions for supplier accounts. This is preview of the subscription Supplier Transactions report, and is restricted to show the 250 most recent transactions. Subscription reports Subscription reports are available if you subscribe to Subscription reports: Report Cash Book Transactions Customer Archived Transactions Description Details Cash Book transactions, with totals by code. This is similar to the Customer Transactions report but shows archived transactions. 38

7 Excel Reporting Report Customer Batched Transactions Customer Reverse Charge VAT Transactions Customer Transactions Customer Turnover by Period Nominal Archived Transactions Nominal Held Journals Nominal Ledger Waiting Postings Nominal Transactions Nominal Waiting Postings Stock Transactions Supplier Archived Transactions Supplier Batched Transactions Supplier Suggested Payments Supplier Transactions Description Details of customer batch transactions and totals. This details transactions subject to Reverse Charge VAT. Details of current transactions for supplier accounts. This report could potentially be used for reconciliation, graphical analysis based on query code, reporting based on days to pay, analysis of settlement discounts taken, reporting commission, marketing analysis using analysis codes, or reporting on finance charges. Details trading turnover with breakdown of the invoice and credit totals, using the base currency and the currency of the customer. This is similar to the Nominal Transactions report but shows archived transactions. Details of journals which are on hold and have not yet been posted. Details of pending and deferred Nominal transactions. Details of transactions on Nominal Ledger accounts. This report could potentially be used for reconciliation, reporting and graphical analysis by analysis code, or analysing out of period posting. Provides details of pending and deferred nominal transactions, including net value. Details of stock item transactions (movements), with ability to analyse transactions by search category. This is similar to the Supplier Transactions report but shows archived transactions. Details of supplier batch transactions and totals. Details of suggested payments to suppliers. Details of current transactions for supplier accounts. 39

New Features Guide Report Supplier Turnover by Period VAT Transactions Description Detailed breakdown of supplier turnover in terms of the invoice and credit totals, plus the data is provided in the base currency and the currency of the customer. Details of Vatable transactions with totals. Add-on packages Stock reports are available as an add-on package, if you subscribe to Excel Reporting: Report Stock Additional Product Group and Stock Details Stock Allocations Stock Alternatives Stock Archived Transactions Stock Average Cost History Stock Batch Serial Tracked Allocations Stock Levels Stock Movements Stock Period Values Stock Standard Cost History Stock Suppliers Stock Traceable Transactions Description Details about product groups and stock items, providing more information than the Stock Items report. This report is used to identify stock that has been allocated but not yet issued. This report shows alternatives for a particular stock item. This is similar to the Stock Transactions report but shows archived transactions. Details of changes to a stock item's average cost. Provides details of traceable stock items with batch or serial numbers. Details of stock item quantities, and their maximum, minimum and reorder levels. Details of stock quantities and valuation. Shows details of stock profitability by individual stock item or product group per period. Details of changes to a stock item's standard cost. Provides details of stock items with suppliers, including order value and quantity on order. Details of stock item transactions that are traceable by batch or serial numbers. 40

7 Excel Reporting Report Stock Traceable Transactions Archive Stock Warehouses and Bins Stocktakes Description Shows details of archived stock item transactions that are traceable by batch or serial numbers. Details of stocktakes at warehouse and bin locations, for example to check bins where a stock take is due. Provides details of the last stocktake for each warehouse and results for each stock item. Financial data reports are available as an add-on package, if you subscribe to Excel Reporting: Report Asset and Liability Revenue and Cost Trial Balance Description Details of assets and liabilities. All periods within the current financial year are included. Details of revenues and costs. All periods within the current financial year are included. Details of nominal account balances, including data for budget comparisons. For details about add-on packages and how to install them, refer to your Business Partner. 41

New Features Guide Viewing, restoring and uploading Excel reports To view Excel reports Open: Excel Reporting > Excel Reports. To open a report in Excel, select it and click View. To refresh the information in a report, select it and click Update. To restore default Excel reports If you have changed or deleted any of the Excel reports supplied with Sage 200, you can restore the original reports. Open: Excel Reporting > Restore Default Excel Reports. 1. Select the reports that you want to restore. 2. Click Restore. If the reports already exist, you will be prompted to confirm that you want to overwrite the existing reports. To upload a report You can create your own version of a report and then upload it to Sage 200 to make it available to others. Open: Excel Reporting > Excel Reports. 1. Open the report you want to update. 2. Make changes to the report. 3. Save a copy of the report to your local drive as a Excel spreadsheet. 42

7 Excel Reporting 4. Go back to the Excel Reports workspace, then click Upload. 5. Browse to the report to display and click OK. 6. Click Upload to upload the report file. 43

New Features Guide Using Excel reports Using tables in Excel The reports provided display information in an Excel "pivot table". To find out what you can do with pivot tables in Microsoft Excel, there are a number of online resources. Visit the Microsoft Office website, and in the support area search for Excel topics about "PivotTable". Try searching YouTube for tutorials about using pivot tables. Filter and sort data You can filter and sort the information displayed in the report. Filter data using a slicer Use slicers to select what information to display. For example, in the profit and loss statement you can filter information by financial year, accounting period, cost centre or department. To select more than one filter, press Ctrl and click the filters. To remove the filters from a slicer, click Clear filter. For example, using this slicer we can choose to display accounts for specific countries. Filter and sort data manually If a column or row heading includes an filtering and sorting the data. arrow button, click the button to display options for 44

7 Excel Reporting Use the Sort options to change the order in which the information is listed. You can manually pick which items to display or hide from the list. You can filter the information based on whether it begins, ends or contains certain text. For example, to filter account names that begin with the letter N, select Label Filters > Begins With and enter N*. Change how fields are displayed To select which fields are displayed or hidden in the report, use the Pivot Table Fields list. To display the field list in Excel, either: Right-click anywhere inside the table and select Show Field List. Select anywhere inside the table to display the PivotTable Tools ribbon, then on the Analyze (or Options) tab select (Show >) Field List. 45

New Features Guide Add or remove a field Use the field section to pick the fields you want to show or hide in your table. Rearrange fields Use the areas section to arrange the fields the way that you want. You can drag fields between the four areas, or change the order of fields in an area. 46

7 Excel Reporting Use Filters to add the field as a filter for the whole table. Use Columns to add the field as a column label. Use Rows to add the field as a row label. Use Values to add the field as numeric data in the table. You can also choose how to display totals for the value, e.g. Sum will show a total of the values added together, or Count will count the number of items. Add a logo or information to the report You can add your own company logo or information to a report, just place them anywhere outside of the pivot table. 47

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8 Your wishes - features and enhancements Some top wishes for Sage 200 have been included in 2015. Fixed Assets on page 50 A fixed assets register has been added to the Nominal Ledger module so that you can now record and manage your tangible long term assets within Sage 200. Work in progress (WIP) on page 53 You can use a work in progress (WIP) control account in the Balance Sheet to gather project costs for the duration of the project. Correcting posted financial transactions on page 57 You can now amend nominal ledger posting details and correct nominal journal entries for the current or previous years. Converting estimates to BOMs on page 60 you can now specify whether you want Machines or Labour to be the primary constraint in the Bill of Materials calculations following conversion. And you can determine whether the setup cost taken across during conversion is for Machine or for Labour, and you can take across running costs for both machine and labour resources. Please note that this section introduces you to the features and enhancements. For a full understanding of these, refer to the Sage 200 2015 help topic, What's new in this version. 49

New Features Guide Fixed Assets Before beginning to record your fixed asset in the register, you should have all your asset details to hand and think about the depreciation method you want to select for each asset. Depreciation methods Straight Line The asset's value is reduced by a percentage value that is based on the Initial Value, the Residual Value and the Asset Life span in years or periods until the Net Book Value is reduced to the Residual Value (which may or may not be zero). The value of depreciation remains the same each time. This is appropriate if you forecast that use of the asset is spread evenly across the time period, for example, the use of a temporary prefabricated building. What is the calculation? Annual Straight Line Period Straight Line Initial Value - Residual Value / Asset Life in years Initial Value - Residual Value / Asset Life in periods If the calculation pushes the Net Book Value to a value that is less than the Residual Value, the depreciation amount posted is the Net Book Value - Residual Value. For example If you enter an asset with an Initial Value of 12000, a Residual Value of 3000, and you want this to be depreciated over a three year period: Year Depreciation Calculation Depreciation Amount Net Book Value Initial Value Residual Value Asset Life in years 1 12000-3000 / 3 3000 9000 2 12000-3000 / 3 3000 6000 3 12000-3000 / 3 3000 3000 If this was by period, the initial value would be divided by the number of periods in the three years, for example 36 if you were using 12 periods per year, in order to give a periodic depreciation amount. In this example that would be 250. Each period that passed the net book value would reduce by that amount. 50

8 Your wishes - features and enhancements Straight Line depreciation is applicable if the value of the asset is to be reduced evenly over time (e.g. furniture). Reducing Balance The asset's value is reduced by a percentage of the Net Book Value (which reflects the asset's current worth) every year or period until it is reduced to a realistic scrap or write off value (which may or may not be zero). The value of the depreciation reduces every time. This is appropriate if you expect the asset to wear out quickly. Reducing Balance depreciation is applicable if the value of the asset needs to be reduced quickly at first and then more slowly later (e.g. vehicles). What is the calculation Annual Reducing Balance Net Book Value * Annual Depreciation % Period Reducing Balance Net Book Value * Period Depreciation % If the calculation pushes the Net Book Value to a value that is less than 0 (zero), the depreciation amount posted is the difference between the Net Book Value and 0 (zero). For example If you enter an asset with an Initial Value of 12000, the initial Net Book Price is 12000 and you want to depreciate this over four years, this would be a depreciation of 25% each year. Year Depreciation Calculation Depreciation Amount Net Book Value Net Book Depreciation Percent Value 1 12000.00 * 25 / 100 3000.00 9000.00 2 9000.00 * 25 / 100 2250.00 6750.00 3 6750.00 * 25 / 100 1687.50 5062.50 4 5062.50 * 25 / 100 1265.63 3796.87 Depreciation of an asset using the Reducing Balance method is higher initially than the Straight Line method and it then reduces over the asset life. Theoretically, using the Reducing Balance method, the book value will never reach zero but for all practical purposes, the write off value of an asset is reached by using a realistic percentage. 51

New Features Guide Using the Fixed Assets register You can add and maintain fixed assets, depreciate, dispose of and delete assets. You can create fixed asset records by adding some information initially and filling in the details later.fixed assets only become active once you have entered all depreciation details for an asset. Once it is active, you can depreciate or dispose of it. You can view details of your fixed assets such as asset net book value, last depreciated date, total depreciation posted and so on, using the Fixed Asset Enquiry workspace and produce reports which list your fixed assets in summary and in detail. All of these processes are described in full in the Sage 200 help for the The Fixed Assets feature. 52

8 Your wishes - features and enhancements Work in progress (WIP) You can use a work in progress (WIP) control account in the Balance Sheet to gather project costs for the duration of the project. The project costs can then be posted in the same accounting period as the project revenue. This ensures the true profitability of your projects is reflected in your financial reports. Further information on WIP can be found in Sage 200 help, and we recommend beginning with the help topic, Getting started with work in progress (WIP). How do you set this up? Say whether you want to use WIP or not You specify whether WIP is in use or not in Project Accounting Settings on the Postings tab. Setting Use WIP to Yes, confirms to Sage 200 that you want to gather project costs into the WIP account in the Balance Sheet for the duration of the project. You do this, by clicking Settings and then selecting the Use Work In Progress (WIP) check box. 53

New Features Guide Say how you want to set the default nominal account for WIP postings Use one nominal account for all item types and items in the project structure Select Use specified and then select the nominal account from the drop-down list and click OK. Retain the ability to change the WIP nominal account at lower project levels Clear the Use specified box, select a nominal account code and then choose which levels to cascade your default account to. You can cascade to Project Item Types and if you select this you can cascade to Project Items, and so on. 54

8 Your wishes - features and enhancements How do I enable WIP on my existing projects? You can enable WIP on existing projects that were set up and in operation before you upgraded to Sage 200 2015, at your own pace, using the project utility, Enable WIP on projects. You can enable WIP for individual projects or a number of projects at once. How do the postings work? If project accounting is in use, you can enter project analysis on all relevant transactions - nominal payments and receipts, supplier invoices and credit notes, purchase and sales order items and return items. project issues, returns, allocations and transactions, project cost and revenue adjustment transactions, timesheets and expense claims, despatching stock and amending goods returned or received. In Sales Order Processing, when WIP postings are made depends on the Update stock quantities when setting on the SOP Settings Order Processing tab. Those postings will be made either on despatch or when the invoice is posted. 55

New Features Guide How do you finalise cost transactions? Finalising costs means moving the cost value from the WIP nominal code to the final expense or uplift nominal code. You can select any cost transactions to finalise except for cost transactions that are linked to a sales order or return as these are finalised when the SOP invoice is posted. You can finalise cost transactions by: Selecting to finalise costs for bill lines within Project Accounting > Billing and then posting the billing invoices and credit notes. Selecting Project Maintenance > Manage Finalising Transactions. How can you see WIP posting amounts? Use the following enquiries and reports: Profitability Analysis and Profitability Breakdown enquiries. WIP cost is included by default although you can exclude it if you want to. Cost Transactions enquiry. You can view the detail of WIP cost and nominal details on the transaction details. WIP Transaction enquiry workspace. This provides information about transactions that have a WIP value or have had the WIP value finalised. Billing Analysis and Billing Summary enquiries. You can see finalised cost for your projects. Cost Analysis. This includes a column, WIP costs, which holds the total WIP value for all transactions included in the row. Profitability Breakdown. WIP is included by default in the project breakdown, but you can exclude it if you want to. Cost Transactions. You can report on transactions that have WIP values and these are included in the WIP costs column. Or you can report only on transactions that do not have WIP values. 56

8 Your wishes - features and enhancements Correcting posted financial transactions You can now amend nominal ledger posting details and correct nominal journal entries for the current or previous years. Amending transaction details Amending nominal posting details is available from the context menu within Current Transactions List, Current Pending Postings List or Deferred Pending Postings List. within the Nominal Ledger. You can amend the Reference unless the transaction is manual or a Fixed Asset transaction and you can amend the Narrative or Transaction Analysis if required. 57

New Features Guide Correcting transactions You now have the ability to correct transactions entered from the current year manual journal entry window (Nominal Ledger > Enter Transactions > Journal Entry). You can also correct transactions entered from the previous year journal entry window (Nominal Ledger > Enter Transactions > Previous Year Journal Entry). The context menu action, Correct transactions, is available from the Current Transactions List or Current Transaction Enquiry workspace (for current or previous years), Current Pending Postings (current year only) and Deferred Pending Postings (current year only). You can update details, reverse or post corrections: 58

8 Your wishes - features and enhancements Update You can amend the Narrative or Transaction Analysis as required, in the same way Details as when Amending transaction details on page 57.Amending transaction details on page 57 Reverse This posts opposite entries to the original entries but does not remove the original transactions. Post You can amend Narrative, VAT Type, VAT Code, Debit/Credit and so on. Corrections You can add and delete lines or reset to the original values. You cannot correct recurring or reversing entries. You must reverse these and post a new recurring or reversing entry instead. 59

New Features Guide Converting estimates to BOMs Converting esimtates to BOMs follows the same procedure as before. However, you can now specify whether you want Machines or Labour to be the primary constraint in the Bill of Materials calculations following conversion. To enable this, there is a new setting within Estimating. You can also determine whether the setup cost taken across during conversion is for Machine or for Labour, and you can take across running costs for both machine and labour resources. Choose your primary resource constraint There is a new Primary Constraint setting in the Conversion tab of Estimate Settings.When you convert an estimate to a BOM, you can determine whether labour or machines are to be used as the primary resource within BOM following the conversion. If you select Labour then the labour cost is used. If you select Machine, then the machine cost is used. Set up your resources for conversion When you enter the estimate stage operation details, you can specify how you want resource costs to be converted. During conversion, only one setup cost can be converted per operation: either a labour or a machine setup cost. If you need to convert more than one setup cost, you would need to create a separate operation per setup cost. Labour To include labour setup costs in conversion, select the Include in labour requirements checkbox, and select a labour resource on the Resource Details tab. 60

8 Your wishes - features and enhancements To include labour runtime costs in conversion, select a Labour resource and enter a labour Charge Rate. Machine To include machine setup costs in conversion, clear the Include in labour requirements checkbox, and select a machine resource on the Resource Details tab. 61

New Features Guide To include machine runtime costs in conversion, select a machine resource and enter a machine Charge Rate. What do the resources look like in the BOM after conversion? Estimating contains no setup time of seconds. Therefore, following conversion, the seconds in the BOM defaults to 0 (zero). Following conversion, there is only one setup resource per operation. 62

9 Changes to the Sage 200 CRM synchronisation For 2015, changes have been made to the way data is synchronised between Sage 200 and Sage 200 CRM, to make sure that: When records have been changed in CRM and then sent to Sage 200, they are not synchronised back to CRM unless they have been changed again in Sage 200. This is done using a new SyncSource table in the Sage 200 database. Only the parts of the customer and supplier records that have been updated are included in the synchronisation rather than the whole record. This is done using a new SyncScope table in the Sage 200 database. If the synchronisation fails, the record that caused this can be more easily identified. How the synchronisation changes work When a record has been updated in CRM and synchronised with Sage 200, a value is stored on the record in Sage 200 and in the SyncSource table. When the synchronisation runs, the integration service checks this value in the SyncSource table and on the customer or supplier record. If they are the same, the records are not included in the synchronisation. When a record is changed in Sage 200, each change is recorded in the SyncScope table. Multiple entries can be made to the table for a single account detailing each change. When the synchronisation runs, the integration service checks this table and only includes the parts of the record that have changed. 63

New Features Guide To help identify a record that has caused the synchronisation to fail, the number of records that are passed by the integration service is automatically changed to 1, when the synchronisation fails. This is to make sure that when data is next synchronised, it will fail when the offending record is next in the queue. This makes it easier to troubleshoot synchronisation failures as the last record in the log files will be the one that caused the failure. It will no longer be necessary to manually change the Sage200WebServices config file. 64

10 What else is new - legislative changes There are some legislative changes which have occurred and have implications for how you want to use Sage 200 2015. These are: Settlement discounts after 1st April 2015 (UK only) on page 66 From 1st April 2015, the HMRC has introduced new rules around how VAT is calculated for early settlement discount. These rules affect how the VAT is calculated for both both sales and purchase transactions. Recommended procedure in Sage 200 with MOSS on page 72 From January 1 2015 new rules come into effect that state VAT on the sale of e-services from businesses to customers (B2C) in other EU countries will now be charged VAT in the country where the customer is based. For example, your business sells a new app for a smart phone or tablet to a private individual based in Italy. UK VAT is not charged on this sale but Italian VAT is. HMRC s definition of e-services can be found here: http://www.hmrc.gov.uk/manuals/vatpossmanual/vatposs13550.htm So that you don't have to register for VAT in every country where you supply these services, you can use HMRC's VAT MOSS online service to account for VAT on your e-services. If you want to do this, we give you a recommended process to follow in Sage 200. For more information on MOSS, see http://www.hmrc.gov.uk/news/one-stop-shop 65

New Features Guide Settlement discounts after 1st April 2015 (UK only) A settlement discount is where a business offers another business a discount when an invoice is paid early. This is usually a percentage discount if an invoice is paid within a specified number of days, for example, a 5% discount for invoices paid within 15 days. Settlement discounts can be recorded for both sales and purchase transactions - the discounts that you allow your customers and the discounts that your suppliers give you. Settlement discounts and VAT (UK only) The HMRC has introduced new rules around how VAT is calculated for settlement discounts. These rules come into effect on 1st April 2015. Under the new rules, when an invoice that contains settlement discount is paid within the settlement discount period, the VAT is only charged on the discounted invoice amount. VAT must be calculated and shown on the invoice at the full rate. If the customer pays within the settlement discount period, the VAT is discounted and a VAT adjustment must be processed. The new rules require businesses to: 1. Notify their customers of the VAT discount available and the amounts the customer is due to pay. This can be done in one of two ways: a. Issue an invoice detailing the full net and VAT payable. If the invoice is paid within the discount period, issue a further VAT only credit note to account for the VAT discount. b. Issue an invoice document which states the amount of discount (net and VAT) that can be claimed if the invoice is paid early, as well as the full amount (net and VAT) due after the settlement discount period. If the invoice is paid within the discount period, there is no need to issue an additional credit note. However, internal VAT adjustments will be required. 2. When an invoice is paid immediately, the settlement discount is automatically taken. The VAT is discounted on the invoice and no subsequent VAT adjustment is necessary. In Ireland, VAT is always charged at the full value of the invoice, regardless of any settlement discounts. How to turn on the VAT changes after 1st April 2015 Due to the changes to the way VAT is calculated for invoices with settlement discount, you must turn this on in Sage 200 when you need to start using the new VAT rules. 66

10 What else is new - legislative changes 1. Turn on the new settlement discount rules: a. Open Accounting System Manager > Settings > System Settings Operational Settings. b. Select Apply new VAT rules for early settlement discount. Once selected, this cannot be turned off. This is because changes are made to your database tables. Do not select this, until you need to apply the new VAT rules. 2. Reset your desktop settings on PCs with Sage 200 installed. This is to make sure that the new fields and columns appear on the relevant screens. a. Open > Preferences. b. Click Reset Desktop Settings. You can't change this setting if you have batch transactions that have not been committed. Changes made to Sage 200 VAT will be calculated at the full rate by default for all subsequent invoices with settlement discounts. The VAT will be recalculated on invoices that include settlement discount and haven't been printed. We recommend that you post all printed but un-posted sales orders before you turn on the new VAT rules. This is because if a user runs the Prove Ledger Balances option and chooses to fix reported errors, the value of all Live sales orders are updated to use the new VAT rules. This will make any unposted sales orders a different value to the printed invoice. There are new default invoice and credit layouts that contain the additional text and fields required by HMRC to indicate the VAT discount due if the invoice is paid within the discount period. This means that there is no requirement to issue an additional VAT only credit note to you customers but internal VAT adjustments will be required. You'll need to make sure that your custom layouts also contain this text and the additional fields. We recommend that you customise the new default layouts. 67

New Features Guide New value fields for VAT discount and Disc Inv Total are added to the sales and purchase invoice screens. A new Settled Immediately check box is added to the Sales and Purchase invoice screens. This indicates when an invoice has already had the VAT discounted. Once selected, the VAT value on the invoice is discounted. This is likely to be the case, if the invoice has already been paid. 68

10 What else is new - legislative changes A new VAT Adjustment Document Expected check box is added to the Purchase Invoice screen. This is for your information and indicates that you're expecting your supplier to send you a credit note to account for the VAT discount. The allocation screen shows when the invoice is still within the settlement discount period and reduces the amount to allocate by the VAT discount by default. 69

New Features Guide A new VAT Disc Outstanding column is added to the Transaction Enquiry workspace for both customers and suppliers. This is to help you to determine when credit notes need to be raised to account for the VAT discounts. Additional new fields and columns are also added to various screens, enquiries, reports and workspaces to show the VAT discount, the discounted invoice total and whether Settled Immediately or VAT Disc Document Expected have been selected. If you want to import transactions after 1st April 2015, you can additionally import the VAT discount value and flags for Settled Immediately and VAT Disc Document Expected. These fields have also been added to template CSV files. Recording transactions with settlement discounts after 1st April 2015 Sales transactions For sales transactions, the VAT is now calculated at the full value of the invoice by default. When a customer pays within the settlement period, the net and VAT discounts will apply to the invoice. As the VAT has already been recorded at the full rate, you will need to enter adjustments to account for the VAT discount taken by the customer. These adjustments can be recorded in Sage 200 as VAT only credit notes. If you're printing your invoices from Sage 200, then correct text is printed on the invoice by default so there's no need to print and send this credit note to your customers. How you record these credit notes depends on the business processes you want to use. You may want to process them per invoice or enter a number of adjustments as one credit note per customer. 70

10 What else is new - legislative changes Purchase transactions For purchase transactions, the process you follow will depend on how your supplier deals with any settlement discounts they offer you. The wording on the invoice you receive should indicate whether your supplier will send you a credit note for the VAT discount. You may receive invoices in the following scenarios: The supplier sends you an invoice with the VAT calculated at the full value of the invoice. This invoice also includes details of any settlement discounts due. When you pay the invoice, you take the discount and pay the reduced amount. In this case, you'll need to enter an adjustment to account for the discounted VAT. The supplier sends you an invoice with the VAT calculated at the full value of the invoice. When you pay the invoice, you take the discount and pay the reduced amount. The supplier sends you a VAT only credit note for the VAT discount. In this case, you'll need to enter the credit note when you receive it. You won't need to process additional VAT adjustments. You've already paid the invoice, so the VAT on the invoice has already been discounted. In this case, you need to record the invoice with the VAT discount. No further adjustments are necessary. A detailed explanation of how to process transactions with settlement discounts is included in the Sage 200 Help, see How to record settlement discounts on sales transactions and How to record settlement discounts on purchase transactions. 71