We often get asked about using Sage from home or a remote location. The answer to this question is yes you can access Sage from home or a remote location but you would have to have it set up on a Terminal Services or Citrix environment.
Sage 200 is not recommend to be run over a VPN as this will cause performance issues not only for the user at home but others in the office.
The versions of Sage 200 supported in a Windows 7 environment are from Sage 200 2009 SP2 onwards. There has been success using the XP virtual on Win 7 for previous versions of Sage, however there are also instances where it will just not work. Please note that this XP virtual environment is not supported by Sage. If you are on a pre-Sage 2009 version it is recommended you upgrade to the latest version of Sage 200.
Sage 200 2011 SP5 onwards are the only versions of Sage 200 currently supported by Sage.
Running the Year End on Sage 200 is pretty straight forward. Once you have finalised the figures for period 12 (or the last period in your financial calendar) you need to close down the period on all ledgers. So that is Sales, Purchase, Cash Book, Stock, and Nominal Adjustment. You close these through ACCOUNTING SYSTEM MANAGER / ACCOUNTING PERIODS / MAINTAIN ACCOUNTING PERIODS
Once you have closed these you need to go to NOMINAL LEDGER / PERIOD END ROUTINES / YEAR END. Choosing this option will present this screen.
If you haven’t already run the reports suggested on this screen you need to do so and tick the boxes otherwise you CANNOT continue.
This part always worries end users but there is nothing to worry about. All this means is that if you tick the box, all transactions for P&L accounts go to the historic tab (if you were doing a NL transaction enquiry) if it is not ticked they stay in the current folder along with the new year transactions.
Once you have confirmed that you have printed all of the reports the OK button should be accessible and you can run through the year end process.
When this has finished you will need to open up the new accounting periods in the new financial year and check that they are all dated correctly. Having done this you have completed your Year End.
This happens if goods have been received on a POP, are then despatched on a sales order, and the purchase invoice for them has not yet arrived. In this case the cost of sales posting uses the Average Buying Price field as stored on the Stock Item itself. This is because the true price is not known at this stage.
The purchase invoice is subsequently received and processed so as to Complete the POP, and if the true price is different, then there will be an additional cost of sales posting for the difference. It is this adjustment that has the narrative ‘Cost of sales’ as shown in the Nominal Ledger. The related Sales Order will show a narrative of ‘COS for Order XXXXX’
Both the ‘COS for Order XXXXX’ and ‘Cost of Sales’ postings will have the same URN. They will all have a URN-Source of SOP.
Entries originating from the Bill of Materials module (BOM)
A Finished Item has several Components which have been received (but not invoiced) via POP. The quantities received will be classed as ‘Unconfirmed’ for the Component. When the BOM Confirm Build or Record Built Item process is used, the relevant quantity will be Issued from the Component to the Finished Item.
Only ‘Confirmed’ stock can be Issued, so a Shortfall type of transaction will be created against the Component stock code with the latest Cost Price.
The user then processes the POP Record Purchase Invoice but changes the Cost Price.
The program will post a Cost of Sales adjustment for the difference between the new Cost Price and the Price against the Shortfall. The BOM Reference will be used for identification purposes.
Entries originating from Writing Off Incomplete Purchase Orders in POP
Goods have been received via POP (but not Invoiced) and then some have been Issued via Stock, BOM or SOP and this will create a Shortfall. The user then wishes to ‘Write Off Incomplete Purchase Orders’ because the goods have already been received and are still ‘Unconfirmed’
The program has to perform a similar operation to the POP Record Purchase Invoice routine and makes the stock ‘Confirmed’ and as it does so it will take into account any Shortfalls and post any Cost of Sales adjustments.
The difference between the Average Buying Price field as stored on the Stock Item itself, and the Buying Unit Price on the POP line itself, is used for the calculation ; the calculation being the Cost of Sales Adjustment that needs to be made to the Nominal Ledger.
- Where a SOP has created a stock shortfall and a related POP is then Written Off
The same URN is used and the Nominal Narrative for the SOP Cost of Sales Posting is “Cost of Sales For Order 000003383” and the Nominal Narrative for the effect of the POP Write Off is just “Cost of Sales” The Nominal Lines all have the same URN and all 4 entries show a URN-Source of SOP (even the POP-related lines show a URN-Source of SOP )The Reference Column in Nominal Transaction Reports will show as the SOP Order number (even on the entries that relate to the POP Write Off)
- Where a BOM Movement has created a stock shortfall and a related POP is then Written Off
The Reference Column in the Nominal will show as the BOM Allocation and the narrative in the Nominal will be Cost of Sales. It will have a URN-Source of POP
- Where a Stock Transaction has created a stock shortfall and a related POP is then Written Off
This applies to pure Stock Transactions like Customer FOC Issue, Internal Issue, Issue Allocation, and Write Off Stock. The Reference Column in the Nominal will show the entry that the user had input at the time of doing the transaction. The Nominal Narrative will show as Cost of Sales. The entries will have a URN-Source of Stock Control.
All you have to do is download the MS Outlook Plugin. Shut down Outlook before you download the Plugin from CRM.
– Select My CRM.
– Click on the Preferences tab.
– Select the Install CRM Outlook Integration button.
Follow the on-screen instructions to install the plugin.
When you restart Outlook, you should see new CRM Synchronization buttons on the toolbar. Use the Contacts tab in CRM to select contacts for synchronization with Outlook.
To reverse a transaction
Open: Adjust Transactions > Reverse Transaction.
Select the A/C ref you want to apply a reverse transaction to.
Select the transaction from the list of Reversible transactions.
To reverse the transaction, click Reverse.
The appropriate opposite transaction entry window appears.
If required, enter or change the Reference.
If the system is unable to locate the original nominal and tax postings, change the account Tax analysis and Nominal analysis, if required.
About balancing sales and purchase ledgers
The routine checks that the balance on each account agrees with the total transactions applied to each account, and also that the total values on all accounts agree with the total central value stored for each ledger. It also verifies transactional information to ensure that correct transaction types are held and that there are no invalid period numbers or tax numbers.
You can run the routine choosing to validate and report anomalies only. You could do this first to establish whether there are problems on the ledger. If there are no problems, the message will report OK for all accounts; if there are problems a relevant message will be reported alongside the entry description.
If you want to check only one customer or supplier account rather than the whole ledger, you can do this by selecting a single account in the Sales or Purchase Ledger. The routine can reset the current balance on an account to the correct value in the event of the system reporting an error on the account. You may want to do this if, e.g. you have experienced a computer failure when entering transactions for a particular account. This routine does not revalue the account and it does not produce a report.
Note: The option to balance a single account is not available to Nominal Ledger and Cash Book.
If you find discrepancies on a customer or supplier account, you should continue to run the Balance Ledgers routine for the Sales or Purchase Ledger as a whole to check the integrity of the data.
Note: If running Balance Ledgers for one ledger shows discrepancies then you should run the routine for all the other ledgers to check their integrity.
About balancing the cash book
The routine checks that the total values on all bank accounts agree with the total central value stored for the ledger. It verifies transactional information for standing orders and direct debits to ensure that transaction types are valid. If there are any Cash Book balance discrepancies these are amended and reported.
About balancing the nominal ledger
The routine checks that all transactions on each account agree with the account balance. It checks that the total month to date and year to date values balance for all accounts and that the values on all accounts agree with the central value stored for the ledger. It also checks that previous years balance figures for all accounts balance. Any Nominal Ledger imbalances are posted to the suspense account.
If the report does inform you of any discrepancies, you should inform your Business Partner (or the organisation which provides your technical support) who can then advise you of the best method of resolving the problem. This will normally be either to run the routine again choosing to correct any discrepancies or to restore from a clean backup.
Outcomes of balancing ledgers
- If the option to correct anomalies is requested, a report is produced showing:
- The number of accounts stored on the ledger.The number of accounts stored on the ledger is counted and the figure compared with the central record figure for the number of accounts. If the number does not agree, the central record figure is adjusted.
- Each account has been validated.The following entries on each account are checked: transaction type, period number, tax period, total value on the account, and the total value on all accounts equals the central value for the ledger.
- If errors have occurred, a message is printed on the report relevant to the problem. If there are no discrepancies the message prints ok.
Note: If transactions are removed from a ledger as part of the necessary adjustment process, they may need to be posted again. You may need to refer to a previous backup or hard copy of your accounts to establish which entries have been removed. Please contact the organisation which provides your technical support to establish the best method of posting such entries again, and resolving the situation.
- If you have chosen to report anomalies, a report is produced but as adjustments are not made, discrepancies are reported instead of adjusted.
How do I run Balance ledgers?
Note: Before starting this activity ensure there are no other users operating the Sage 200 system and take a backup of your data files.
Open: System Utilities > Balance Ledgers > Financials.
- Select the ledger you want.
- For the Sales Ledger and Purchase Ledger, confirm if you want to balance all accounts.
- From the Validate data options section (Sales Ledger and Purchase Ledger) confirm if you want the anomalies found to be reported on or the anomalies corrected in addition to the report. We recommend to report and correct.
- Click OK and confirm that you want to proceed.
Debtors reconciliation enquiry
About the debtors reconciliation enquiry
Use the Debtors Reconciliation Enquiry to reconcile your sales ledger accounts with the nominal ledger. The reconciliation enquiry shows any discrepancies between the debtor’s control nominal account(s) and the sales ledger.
It shows the following for the selected period:
The opening balance of your debtors control nominal account(s).
These are the debtors control nominal accounts you specified on the Reconciliation Enquiry Settings in the Nominal Ledger.
The totals of any transactions posted to the debtors control nominal accounts from the sales ledger.
The totals of any currency gains or losses posted to the nominal ledger.
The totals of any journals posted directly to the debtors control account(s).
The closing balance of your debtors control nominal account(s).
Any discrepancy in the opening balance and closing balance of the debtors control nominal account(s), that did not arise from the sales ledger.
If there is a discrepancy, this usually means that the aged debt report in the Sales Ledger will not reconcile with the debtors control nominal account(s) in the Nominal Ledger. However, having no discrepancy does not mean that aged debt reports and the debtors control nominal account(s) will match.
See How to investigate differences between the sales ledger and nominal ledger for more information on how to investigate any differences.
The enquiry only works with open item sales ledger accounts.
Note: You can only reconcile transactions entered in Sage 200 v4.0 or later versions. If you have migrated transactions from earlier versions, these transactions are not included in the reconciliation enquiries.
Before you begin
Select the debtor and creditor control nominal accounts you want to see in the report in the Reconciliation Enquiry Settings.
To use the debtors reconciliation enquiry
Open: Sales Enquiries > Debtors Reconciliation Enquiry.
Select an accounting period and click Display to view the reconciliation information for the period.
The following information is displayed:
|Debtors Opening Balance||This shows the closing balance(s) for the debtor’s control nominal account(s), from the period immediately before the period you have selected.
Note: This balance could change if the relevant sales ledger period is not closed. Further sales ledger transactions may have been posted the next time you use the Debtors Reconciliation Enquiry.
|Invoices, Credit Notes, Receipts and Payments||These show the total of the original base currency value of sales ledger transactions that are posted to the nominal ledger for the selected accounting period.
Note: This is based on the period the transactions are posted to the nominal ledger, not the transaction date. For example, you enter an invoice on February 4th that is dated January 29th, and the nominal ledger period for January is closed. The transaction is posted to the nominal ledger in February but will appear in the sales ledger balance for January.
|Opening Balances||This shows the total net value of opening balances dated in the selected period.
Opening balances do not update the nominal ledger and so do not carry an accounting period. However, opening balances are included on the aged debt reports.
The incorrect use of opening balances can cause discrepancies, so these details are shown to help you identify possible problems with this.
|Currency Adjustments||This shows the total value currency adjustment gains and losses that are posted to the nominal ledger for the selected period.
Any currency gains or losses posted to the debtors control account(s) when outstanding invoices are revalued in the selected period.
This occurs when you revalue your customer accounts.
Any currency gains or losses from the allocation of receipts or payments, posted in the selected period.
This occurs when the exchange rate on the allocated receipt or payment is different to the exchange rate on the original invoice or credit note.
|Net Change||This shows any difference between the total sales ledger transactions posted to the debtors control account(s) and the balance on the debtors control account(s) in the nominal ledger.|
|Debtors Journals||This shows the total value of any journals that have been posted directly to the debtors control nominal account(s) from the nominal ledger, for the selected period. These are not present in the sales ledger.
Note: We recommend that journals are not posted directly to the Debtor Control Account(s).
|Previous Year Adjustments||This shows the total value of any Previous Year Journals Entries that have been posted directly to the debtors control nominal account(s) in the selected period.
Note: We recommend that journals are not posted directly to the Debtor Control Account(s).
|Debtors Closing Balance||This shows the balance on the debtor’s control nominal account at the end of the selected period.|
|Discrepancy||This is the difference between the opening and closing balances on the debtors control nominal accounts(s) that did not arise from the sales ledger.
The Discrepancy is calculated in the following way:
(Debtors Opening Balance + Net Change from Sales Ledger) – Debtors Closing Balance.
To display related transactions in the Drilldown Details section of the window, select the arrow to the left of the description.
When you have finished viewing the details, click Close.
There is the same routine available for the Creditors