Sage 200

A Beginners’
Guide to
Sage 200
Part 1: The Financials Modules
Introduction A Beginners’ Guide to Sage 200: The Financials Modules
A Beginners’ Guide
to Sage 200’s Financial
Modules
Whether you’ve been using Sage products for years or are a complete
newbie, our Beginners’ Guide to Sage 200 will take you step by step
through the key areas of the software, and help make your day-to-day
working life that little bit easier.
This guide is perfect for new starters to your business who need
to quickly get up to speed with Sage 200 or for anyone needing
a walk-through on a routine that isn’t carried out on a regular
basis. We hope you find this guide useful, and hope that by using
it you’ll be able to get your work done even more quickly than
you do already!
2
How To Use This Guide A Beginners’ Guide to Sage 200: The Financials Modules
Introduction
What is Sage 200?
Sage 200 is a powerful business management solution used to manage complex processes across all departments, from accounts
to supply chain and business intelligence. It’s a flexible platform that’s ideal for 10-200 employees and up to 50 concurrent users.
Why does my business use Sage 200?

To ensure that all data necessary for the vital operation of the business is accessibly stored in a fully integrated system, creating a
single view of business activities that can be shared between departments whether the user is in or out of the office.
How do I use this guide?

Whether you are an experienced or new user of Sage products, start at the beginning of this useful guide to understand how
to get started with Sage 200. When you feel prepared and ready, progress to further sections of the guide for details on the core
financial processes within Sage 200. Then optimise your knowledge with some top tips for best practices towards the end of the
guide. Additional information is also available at the end of this guide, outlining resources and support available from HBP Systems.
If In Doubt - Hit F1
>> On any screen in Sage 200, hitting F1 on your keyboard will open the Sage Online Help file. This is
kept up to date by Sage and includes many pages of helpful information and advice regarding Sage
200. We’d advise using this feature as a first port of call. Most of your issues or queries can be fixed or
answered quickly by hitting F1.
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Contents A Beginners’ Guide to Sage 200: The Financials Modules
Contents
1 Navigating The System.............................................................5 3.3.1 How To Rectify An Allocation 22
1.1 General Navigation 5 3.4 Sales And Purchase Contras 23
1.2 Module Structure 6 3.5 Nominal Ledger 24
1.3 Quick Access Icons 6 3.5.1 How To Create Nominal Account 24
1.4 Searching 8 3.5.2 How To Create A Nominal Journal 25
3.5.3 To Create A Nominal Journal 26
2 Reporting.......................................................................................9 3.5.4 To Retrieve Held journals 26
2.1 Standard Module Reports 9 3.5.5 Recurring Entries 26
2.2 Reporting From The List View 10 3.6 Journal Templates 27
2.3 Workspaces 11 3.6.1 How To Create A Journal Template 27
3.7 Period End 29
3 Financials Module......................................................................12
3.8 Nominal Year End 30
3.1 Sales Processing 12
3.9 Cashbook 31
3.1.1 How To Create A New Customer Account 12
3.10 Cashbook Processing 32
3.1.2 How To Enter Direct Invoices 13
3.10.1 To Create A Cashbook Account 32
3.1.3 How To Post A Sales Receipt. 14
3.10.2 Setting Up Standing Orders & Direct Debits 33
3.1.4 How to Allocate Transactions 15
3.10.3 To Process Direct Debits & Standing Orders 33
3.1.5 To Put Customers On Hold 16
3.10.4 Posting Transactions 34
3.1.6 Reversing Transactions 16
3.10.5 To Process a Bank Transfer 35
3.1.7 Sales Ledger Period End. 17
3.10.6 To Do A Bank Reconciliation 37
3.2 Purchase Processing 18
3.11 Fixed Assets 38
3.2.1 How To Create A New Supplier Account 18
3.11.1 To Enter A New Fixed Asset 38
3.2.2 Automatic Payment Runs 19
3.11.2 Running The Depreciation Calculation 40
3.3 Sales And Purchase Allocation Correction 22
3.11.3 How To Dispose Of A Fixed Asset 42
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Navigating The System A Beginners’ Guide to Sage 200: The Financials Modules
1 Navigating The System
Navigation is the key when it comes to using

the Sage products and once you have the
basics, getting to grips with processing will
be much easier.
1.1 General Navigation

1. Double click on the Sage icon on your desktop.
2. This will load the Sage front screen. There are 3 sections and depending on what
your company is activated for will depend on what you will see. The structure of
these sections as follows:- In Windows, from your desktop:
The first section across the ribbon bar remains at all times
The second section is the tree structure navigation panel down the left
The third section is the main body of the screen
5
1.2 Module Structure
>> Example: Financials > Sales.
Each module in Sage generally has the same structure as above.

This makes it easier to find what it is you require and where.
Click on the to expand the module into these sections.
// Tech Tip
1.3 Quick Access Icons
Make Navigation Easier With
Favourites:
Accounts To create/amend accounts and also put an account on Start to make note of what areas
you will require so that they can be
stop added to your Favourites page later!
Enquiries To view accounts / transactions information

Transactions The core transaction processing
Period End Routines Any routine that may need to be run prior to the close
period
Utilities The administration of the specific modules are carried out
i.e. ledger setup
Reports Holds all default reports for the individual module.
The top toolbar is a short cut to the above sections
6
The processing map also has its own area that again is a short cut to the day to day
tasks. In this example we use the Sales processing screen // Tech Tip
Do You Have Access?:
Make sure your System
Administrator has given you access
to every module you require.
Customer List
C B D E E Hint:
Use your mouse sc

roll wheel to scroll
through the custo
mer records.
// Tech Tip
Customise The List View:
Right click anywhere on the list and
select Columns to add additional
fields to the list view.
A
A) Tabs: display open windows.
B) Search list: enter text to find an account
C) Filters: select any pre-defined filters to display accounts that match that criteria
D) Reports: run reports for the highlighted accounts only
E) Sorting: click on the column headings to sort by that field
F) Spooler
7
1.4 Searching
There are a number of ways to look for records in the system which is all dependent on
how you personally prefer to use Sage. The following is a list of different ways to find
records once on the relevant processing screen.
3. Enter text into the search field and press enter. This will find information anywhere in
the list (except account balances)
4. Use the Mouse scroll to scroll through the records.
5. Right click inside the list and use FIND to search for information
6. Type the first few letters of the account code
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Reporting A Beginners’ Guide to Sage 200: The Financials Modules
2 Reporting
Reporting is a major aspect of the system

and there are a number of different options
that can be used to report on in each
module. These are:
1. Standard Module reports
2. Reports from the List View
3. Workspaces
Reports are such a key aspect as it allows you to easily see the data entered and they can
also be used for confirmation on what has been entered. They are also a key area to check
that your figures are correct by looking at what has been output compared to accounts
such as nominal Accounts.
Outputting Reports
When you print from Sage 200 you can choose whether you would like the report
? to appear on the screen, send to the printer or saved in a Spooler. This must be
selected before submitting any reports.
Select the Tools menu > Choose Output Mode
2.1 Standard Module Reports
Each module throughout Sage has

a reports section which will hold a
number of standard reports which
are available for users to output as
necessary. There, reports will have
different filter available so that they
can be set per day / selection / period
etc. To run a report simply open the
report folder and click the report you
wish to run
This setting is per user & users have

the facility to delete spool files.
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>> For Example: - Sales Ledger > Reports > Account Analysis > Daybook
Hint:
Select the variable

‘IN’ to choose
more than one op
tion.
// Tech Tip
Quick Entry:
Click on the pencil to the right for
quick entry date range.
Would you find it useful if these reports could be exported into Excel?
When the report has been published you can select the output
media from the toolbar :You can Email as a PDF, export to Excel
or CSV or print as normal.
2.2 Reporting From The List View
The same reports are available from the List View option as the Standard module however
they only print for the selected accounts.
Firstly select the accounts you wish to include in the report
(Highlighted in green)
Then select the Reports button from the toolbar
Hint:
This method can be

used to send
statements to a selec
ted number of
customers.
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2.3 Workspaces
Workspaces in Sage 200 provide an overview of the primary information Hint:

stored in Sage 200 for each module.
Use the Credit Cont
rol workspace
Use workspaces to find and analyse important information. to make enquiries
about customers
with outstanding de
Each workspace usually has a master list which is connected to other panels bts. Only those
customers with an
overdue balance
containing details or linked information about a selected item in the master list. are displayed.
When an item is highlighted in yellow, information about this item is displayed on
other panels. This can be further details about the selected item, information about
linked items in another list such transactions for a customer account, or information
displayed as a chart.
To access the Workspaces select the option from the menu: -
•
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Financials Module A Beginners’ Guide to Sage 200: The Financials Modules
3 Financials Module
So, you now have the General Basics of

navigating the system. Next is to start using
it…
The financials section consists of Sales, Purchase, Nominal and Cashbook. Each
module is different in the information it holds but the physical Processing of the
data is relatively the same, once you get to grips with one module the rest will follow
on. This section will go through some of the general processes throughout each
module.
3.1 Sales Processing
3.1.1 How To Create A New Customer Account
>> Navigate To: Sales Ledger > Sales Accounts >Enter New Account
Complete each tab and then click SAVE.

Hint:
Make use of the sh

ort name, which
allows easy searchin
g within the
system when lookin
g for a record.
12
3.1.2 How To Enter Direct Invoices
>> Navigate To Either: Sales Ledger > Enter Transactions >Invoice - or use the Invoice
Button on the toolbar menu.
By ‘direct’ invoices, we mean invoices for goods and/or services sold to the customer
which do not involve SOP, Invoicing or Stock modules, and for which the original invoice
? document has been created outside the system.
If you have the Costing module, you can analyse invoices to jobs, phases and revenue
type cost codes to update transactions in the Costing module.
7. Sales Ledger->Enter transactions->Invoice

8. Search for the customer entering either the account code,
short name or postcode
9. Enter the Goods value and the VAT is automatically calculated
10. On the Nominal & VAT Analysis select the nominal code,
cost centre and department
11. If linked to the Costing module click on the Project Analysis tab
12. Click Save to store the invoice.
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3.1.3 How To Post A Sales Receipt.
Use the Receipt button on the toolbar menu of the Customer List to record details of
payments received from customers.
? You can also allocate the receipt against outstanding transactions for the customer,
and mark transactions as being disputed. If you do not want to allocate a receipt at the
time of posting, select the SAVE option.
You can allocate it later using the Allocate command.
>> Navigate To: Sales Ledger > Enter Transactions > Receipt.
1. Select the bank account this receipt is to be posted to and press

the TAB key to continue
2. Search for the customer account
1. Sales Ledger-> Enter Transactions-> Receipt

2. Select the bank account this receipt is to be posted to and press
the TAB key to continue
3. Search for the customer account
3. In the boxes provided enter the receipt details

4. Click Save and allocate and the outstanding transactions will appear
?
It is important to remember to change the allocation date to match the receipt date
ensuring that the Aged Debtors report will be correct at the month end.
14
// Tech Tip
Transactions on Query:
Transactions on query will be
shown in the column: You can also
put a transaction on query in the
allocation screen
? If you have only posted the Receipt to account or need to allocate a Credit and
invoice together, you will then need to use the Manual allocation command.
3.1.4 How to Allocate Transactions

Hint:
>> Navigate To: Sales Ledger > Enter transactions > Allocation.
To save time you ca
allocate button or
n click on the
double click in
the Allocate field an
d the system will
automatically enter
the full value of
1. Enter the amounts to allocate and when the difference is zero click SAVE the transaction.
15
3.1.5 To Put Customers On Hold
To put a customer on hold, simply tick the ‘On Hold’button
3.1.6 Reversing Transactions
Certain transactions in Sage 200 can be reversed.

The ability to do this will be dependant on your user permissions.
As expected, transaction dates cannot be amended.
>> Navigate To: Sales Ledger > Adjust Transactions > Reverse Transaction
Highlight the transaction and click REVERSE
The original transaction and the reversal will be automatically allocated
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3.1.7 Sales Ledger Period End.
At the end of each accounting period, you must use the Maintain Accounting Periods to
close the period in order to tidy up your system and move forward into a new month. This
is carried out in the Accounting System Manager section.
>> heck whether you have transactions waiting to be posted by running:

C
Report Pending Transactions, Sales Ledger > Period End Routines.
1. Run the Update Pending Transactions routine.

2. Allocate as much cash as possible on all open item accounts.
3. Run the Finance Charges routine to calculate interest on overdue
accounts, if applicable
4. Print / email statements
5. We recommend you produce any period reports you want before you use the
Close Period command. You should also take a backup of your data files.
>>
o Close the Period select:
T
Accounting System Manager > Accounting Periods >
Maintain Accounting Periods
6. Select the period you wish to close, this will be marked as open
7. Click Change Period Status and then click OK
If the next period is closed, it will open automatically.
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3.2 Purchase Processing

Hint:
3.2.1 How To Create A New Supplier Account All screens are nearl

Previous Sales proc
y identical to the
essing section.
>> Navigate To: Purchase Ledger > Purchase Accounts > Enter New Account
1. The Add New Supplier form is displayed.

2. In Account Code, type a unique code to identify the supplier record. Account
numbers must be unique.
3. In the boxes provided, enter the supplier details.
4. Click SAVE.
For the next set of processes, these follow the exact same trend and screen as the Sales
Ledger options.
Payments, Refunds, Allocations & Credits are all run from:

? Purchase Ledger > Enter Transactions.
Period End is run from within Accounting System Manager
18
A further part to the Purchase module is the Payments section. This allows the user to
automate creating payments to your suppliers based on the date due. This routine will
then create a file which can be uploaded through your banking software.
3.2.2 Automatic Payment Runs
You can generate a list of suggested payments for unpaid invoices on your supplier
accounts and process the payments: -
Hint:
Generate Suggested View & Amend
Ensure the supplie
Payments File Suggested Payments be paid by BACS: -
r account is set to
On the payment
tab ensure the paym
ent group is
correct and also co
mplete the bank
details on the bank
tab.
Delete Suggested
Process Payments
Payments
Invoices are not included or payments made:

• If a supplier is on hold.
• If an invoice is under query or dated after the payment date.
? • Where payments would exceed the maximum cheque value allowed.
These procedures are all under the same menu:
Purchase Ledger > Period End Routines > Payment Processing.
19
1. Generate suggested payments, using the correct remittance date.
The system will automatically calculate which are due by using this date. Payment
? terms for each supplier are held against the supplier record, and due dates are
calculated by Sage 200 when entering the Invoice date.
2. Amend suggested payments.

Select the supplier and then amend the payment values for the required
transactions.
• To remove a transaction marked for payment set the payment value to zero.
• To change the amount of the invoice to be paid, change the Payment value.
• To add or change the discount applied to the invoice, change the Discount
? value.
• To remove a supplier account from the suggested payments file, click Pay None
• To generate a payment for the supplier immediately, click Pay Now. This
processes the payment
Hint:
If the total cheque

value exceeds the
maximum paymen
t value, you will
see a yellow warning
highlight.
20
3. Process the Payments

Selecting Generate Payments will update the entries in the suggested payments
? file as paid, the remittances are emailed/printed and if you are using the
e-banking facility a file is generated..
Hint:
Take extra care wh

en selecting
the bank account yo
u want to use
-to reverse the proc
ess once
complete would be
manual and
time-consuming!
4. Delete suggested payments to ensure you are ready for next time.
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3.3 Sales And Purchase Allocation Correction
Amend Allocation allows users to correct mistakes made when allocating in both the
Sales and Purchase Ledgers. That is, to correct an allocation that was posted in error.
3.3.1 How To Rectify An Allocation
>> Navigate To: Adjust Transactions > Amend Allocation > Enter the Customer/Supplier
Account
Hint:
You cannot change

allocations
for Balance forward
or Automatic
allocation accounts.
>> Select: Adjust transactions > Amend Allocation & Enter The Customer/Supplier
Account
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3.4 Sales And Purchase Contras
You can perform a contra entry on both the Sales Ledger and the Purchase Ledger.
>> To Complete This Navigate To: Enter Transactions > Contra Entry
? To contra the amounts, select the corresponding Sales and Purchase

Ledger accounts and select the necessary transactions on each Ledger.
When the invoices are selected the total amount, calculated as a positive or negative
value, is displayed.
Once you save the contra entry, payment and receipt transactions are generated and
allocated to the invoices. They are given a reference of Contra.
The balances on the accounts in Sales and Purchase Ledgers are adjusted and the
appropriate nominal accounts in the Nominal Ledger are updated.
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3.5 Nominal Ledger
The nominal ledger for most accounts systems is the Heart of the whole process. All
modules post into the Nominal ledger to provide the years accounts. Each module will
link to the Nominal ledger in a number of ways and should always match the Nominal
Records / Balances. // Tech Tip
The Nominal is completely Date driven where a transaction can not be posted to a period
without being the correct date. Any dates outside of the current period will not post until Memo Account Types:
the Nominal reaches that relevant date range / period after a period end. An account can be setup with an
account type of memo. This type
Before any processing is allowed, the Nominal accounts must first be created. This will of account provides additional
then make the Nominal structure of the accounts and as a result, populate the Trail analysis. They are not included in
the totals for financial statements
Balance. It should also match the account expected in your Profit & Loss / Balance sheet but can be reported on
for your Accountant.
Before creating a new account, the Report Category must but be created which
defines where the account will appear on the Management Reports.
// Tech Tip
?
>> his is found in:
T
Nominal Ledger > Utilities > Ledger Setup > Report Categories Group Account Types.
Group accounts are used for
reporting purposes only. You
can associate budgets to these
3.5.1 How To Create Nominal Account accounts for budget comparison
but you cannot make postings to
them.
>> Navigate To: Nominal Ledger > Nominal Accounts > Enter New Account
1. Enter a unique code and if applicable a cost centre and department

2. In the boxes provided enter the details.
3. Budgets can be manually entered on the second tab
4. Click SAVE to store the record
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3.5.2 How To Create A Nominal Journal
The total of all debits and credits within a journal must balance before it is posted, however,
you can create and hold a journal record that does not balance, even though you cannot
create postings from it. You can subsequently retrieve the journal for amendments before
it is used.
There are three types of journals: -
• Single entry
• Reversing entry
• Recurring entry
25
3.5.3 To Create A Nominal Journal
>> Navigate To: Nominal Ledger > Enter Transactions >Journal Entry
1. Select New Journal Entry to create a new journal for your entries or select Use
Hint:
Template to create a journal based on a saved template
2. In the boxes provided, enter the journal header details. If you include a mem
orandum
account in the journ
al, the value of the
3. Click in the Journal Transactions area and the first journal line appears posting to the mem
o account is not
included in the batch
4. In the boxes provided, enter the journal details. totals.
5. When you have completed the detail lines, click Post to commit the journal to the
ledger or Hold to suspend the journal until required.
// Tech Tip
3.5.4 To Retrieve Held journals
Reversing Entries.
>>
Selecting the Reversing Entry
Navigate To: Nominal Ledger > Enter Transactions >Held Journals option allows you to enter a date
that the journal will be reversed.
1. Highlight the required journal and click Process.
3.5.5 Recurring Entries
This option lets you make the same journal entry several times on different dates. Once
you commit this type of journal to the ledger, the routine posts all the recurring entries to
the deferred waiting postings file where they are held until their posting date falls into an
open period.
26
3.6 Journal Templates
? Use journal templates to create a library of reusable journals. Each journal template can
be amended or deleted when required.
Hint:
• You can create a journal with or without values in the debit and credit boxes. You
can specify percentages instead of values. This is useful should you need to create Think about creating
Journal
Templates for recur
journals that automatically apportion an amount across several transaction lines, entries, e.g. Wages
ring monthly
such as distributing an expense across cost centres or departments. If you create a , Rent etc.
journal without values, you are prompted to enter values at the time you use the
journal to post transactions.
• If you create a journal template that uses percentage terms, you need only enter
one figure when processing the journal and the remaining values are calculated
automatically.
3.6.1 How To Create A Journal Template
>> Navigate To: Nominal Ledger > Enter Transactions > Journal Templates
1. To create a new template Click Add or to edit an existing template

2. Click Edit.
3. Enter a journal name and specify the journal type: -
Accounts Only - Do not specify any amounts

? Percentages - Enter % in the debit and credit column (both must be 100%)
Value - Enter a value in the debit & credit (the totals must match)
27
28
3.7 Period End

As you move through the financial year, you must close and open your accounting
periods. Closing accounting periods is done in Accounting System Manager, however
there are various tasks to perform in each module before closing each period.
You can adapt the following to make a period end check list for your own business
? requirements, adding your own items if required, but you must perform the preparatory
tasks in each module before closing a period for that module.
• Enter all transactions for the current period to be closed

• Setup and template journals required for period end processing
• Enter and periodic journals (e.g. prepayments, accruals)
• Perform preparatory tasks in Sales Ledger
• Perform preparatory tasks in Purchase Ledger
• Perform preparatory tasks in Cash Book
• Perform preparatory tasks in Stock, SOP and POP
• Ensure you have printed and checked all relevant modules reports required
for end of period routines, including the VAT report and VAT Return
• Check to see postings that are yet to be updated to the nominal accounts,
by running View Waiting Postings in the Nominal Ledger.
• Run Update Waiting Postings in the Nominal Ledger.
• Print and store your Transaction Audit file for the month in the
Nominal Ledger.
• Balance your ledgers for the period to ensure that system integrity is maintained.
• (Optional)Tidy up transactions on accounts in all modules by deleting
any completed transactions.
• Take a backup of your data.
• Finally, close the accounting period you require for the Sales and Purchase Ledgers,
Cash Book and Stock Control module.
• Closing a period automatically opens the next one, if it is a Future period.
• Close the Nominal Ledger Last
29
3.8 Nominal Year End Hint:
The routine prod

>>
uces a balancing
Navigate To: Nominal Ledger > Period End Routines > Year End journal (the differe
nce between
the debit and cre
dit balances on
each Profit and Lo
ss account) that
represents the re
At the end of each financial year, you must use the run a Year End to perform the following tained Profit and
Loss for the year an
actions: d posts the
value to the accu
mulated profit
• An entry is made to the Accumulated Profit nominal account. nominal account.
• A report is produced showing the Profit and Loss values transferred to

the Accumulated Profit nominal account.
• The this period and year to date figures are set to 0 (zero) for Profit and
Loss accounts.
• The Nominal Ledger accounts are ready for processing transactions for
the new financial year
• The period number in all the Financials modules is set to 1 (one).
Before performing year end, you should ensure that the final period end for the financial
? year has been completed. This ensures that all the necessary postings have been made
in the ledgers.
• A report is produced showing the credit and debit year to date values for each
account and the value of the entry made to the account for Profit and Loss. This
Hint:
report should be retained for auditing purposes.
Once you have run
the Year End
Take a backup of your Nominal Ledger data immediately after running the Year End routine you can on
ly make postings
? routine and before you begin making postings in the new financial year. Also print a
Trial Balance and check the account balances in the report before you starting entering
that affect the last
using the Previous
year balances
Year Journal Entry
transactions for the new financial year.. routine.
• You must open the required periods before transactions for the new year will appear
in the Nominal Ledger.
30
3.9 Cashbook
The Cashbook is a fully integrated module giving constant, up-to-date information on

any number of bank and petty cash accounts that have been created within the Nominal
Ledger. As well as detailed information on what has been posted from the Sales and
Purchase ledgers, it also gives you the ability to post transactions to Sales / Purchase and
Nominal from the Cashbook.
The following Diagram shows what transactions will effect the cashbook:-
Nominal Ledger
Receipts, Payments
& Refunds
Cashbook
Sales Ledgers Purchase Ledger

Receipts & Refunds Payments & Refunds
Each cashbook account also has the option to be held as a foreign currency account. This
allows the bank balance to be held and displayed in the currency selected as well as the
Home currency.
The cashbook also shows a detailed breakdown of the current balance and displays a
reconciled / un-reconciled and current balance.
The reconciled value is the total which has been matched against the actual bank
statements using the ‘Reconcile’ function. The current balance should always be the
difference between reconciled and un-reconciled value.
31
3.10 Cashbook Processing

There are a number of processes that can be carried out in the Cashbook module. One
which may not be required very often but is a necessity is creating a cashbook account.
3.10.1 To Create A Cashbook Account
>> Navigate To: Cash Book > Cash Book Accounts > Enter New Bank Account
1. Associate the Cash Book with the relevant Nominal Account

2. Select the E-Banking tab to select your bank from the list.
You can use E-Banking to pay your suppliers electronically, automatically reconcile your
bank account, pay your VAT return electronically.
32
3.10.2 Setting Up Standing Orders & Direct Debits
You can use a direct debit to spread a total payment value over a set number of
periods. Standing orders are used to record regular payments where the overall
duration of the term is unknown.
>> Navigate To: Cash Book > Standing Orders & Direct Debits > Maintain Standing Orders
& Direct Debits
3.10.3 To Process Direct Debits & Standing Orders
>> Navigate To: Cash Book > Standing Orders & Direct Debits > Process Standing Orders
and Direct Debits
Enter the date you want the transactions processed to Hint:
The payment date

is adjusted to
compensate for we
ek-ends. If the
required payment
falls on either a
Saturday or Sunday
, the transaction
is generated for Mon
day.
33
3.10.4 Posting Transactions
There are a number of transactions that can be posted from the cashbook module which
can be time saving if a user does not usually process in the financial ledgers or if the bank
reconcile is being run a missing payments / receipts are found.
The transactions which can be posted are:

• Sales Receipts and Refunds
• Purchase payments and refunds
? • Nominal Payments or receipts
• Cashbook bank transfers
• Grouped Transactions..
Example 1:-
>> Navigate To: Cash Book > Payments & Receipts > Nominal > Nominal Vatable Payment
1. Select Adjust transactions > Amend Allocation

2. Enter the customer/supplier account
3. Retrieve the bank account record for which you want to post transaction details,
4. Enter the details as required in the header section
5. Select Nominal & VAT Analysis to enter the line details
6. Click Save
34
Example 2:
Hint:
>> Navigate To: Cash Book > Payments & Receipts > Sales & Purchase > Sales Receipt
If the cheque curre
ncy is different
from the bank curre
ncy you must also
enter the Exchange
rate and Bank
1. Retrieve the bank account record for which you want to post transaction details charges for the rec
eipt. Bank charge
details are in the sa
me currency as the
2. Select the customer account bank account.
3. Click Save and Allocate to allocate the receipt or click Save to allocate
4. Another transaction type that can be posted is a bank transfer.
A bank transfer can be created between two bank / petty cash accounts It records the
movement of money from one bank account to another.
3.10.5 To Process a Bank Transfer
>> Navigate To: Cash Book > Other Transactions > Inter Account Transfer
1. Select the payment account bank account from the drop down list
2. Select the receipt account bank account form the drop down list
3. Enter the transfer details
4. Enter the commission and nominal posting details, only applicable for foreign
currency transfers
5. Click Save
35
Q - What is a Grouped Transaction?

A - A Grouped transaction is a value which may be made of a number of individual
transactions which you only wish to see 1 value on the bank rather than multiple. An
example of this would possibly be a cheque payment.
When physically cashing cheques, there may be a number of them to cash in one go.
When cashed, these will only show as 1 value on the bank.
To save confusion, you may want the same single value to show on the cashbook so
that when reconciled, they are easily identified. Hint:
Grouped Transactio
ns is ideal
when you need to
process many
transactions of the
same type at the
same time.
Once all transactions have been posted, the bank can then be reconciled against a true
bank statement compared the to cashbook reconcile utility. This then makes sure that
it is a true representation and can easily been seen if transactions are missing from the
un-reconciled balance or anything from the Bank statement itself.
36
3.10.6 To Do A Bank Reconciliation
Hint:
>>
If it does not balan
ce, you can save
Navigate To: Cash Book > Period End Routines > Bank Reconciliation what you have do
ne so far so you ca
return to complete n
the process at a
later date or clear th
e reconciliation
1. From the drop down select the bank you wish to reconcile which enables you
to re-enter it from
scratch.
2. Enter the statement date - This is the ending date on your
printed bank statement
3. Enter the page number of the statement being reconciled
4. Check the statement opening balance matches the
opening balance on the bank statement
5. Enter the projected closing balance. This is the closing
balance on your printed bank statement
6. By default only unreconciled transactions are shown
7. To reconcile a transaction select the statement value check box. The reconciled
amount appears in the Statement Value column.
// Tech Tip
Add A New Transaction To The
Bank Account.
To add a new transaction to the
bank account select the transaction
type from the drop down. The
relevant transaction entry window
will then appear..
Hint: Reconcile Seve

ral
Concurrent Transa
ctions
AUTO SELECT - click
this to select all
payments and receip
ts as reconciled
up to and including
the statement
date
To save the bank reconciliation select one of the following options: - ALL TRANSACTIONS
- click Select All.
SAVE DRAFT - Select this to save an incomplete bank reconciliation. Enter a reference. All the statement va
lue check boxes
? This allows you to recall the reconciliation at a later date. are selected and th
e closing balance
RECONCILE - Select this to complete the reconciliation. is updated.
If the closing balance does not match the projected closing balance a warning is
displayed.: A RANGE OF TRAN
SACTIONS IN
SEQUENCE - Selec
t the first date in th
range, hold down e
When the reconciliation is finished a report is printed. This shows all the reconciled transactions and those that SHIFT and select
the last date on the
have not been matched.. range. Select the
statement value ch
eck box on the firs
transaction. This se t
lects all transactions
in the range you ha
37 ve specified.
3.11 Fixed Assets
New in Sage 200 2015 is the ability to control your Fixed Assets.
The Fixed Assets module allows you to keep a complete register of assets, from their
? initial acquisition through to disposal. There are two depreciation methods that can be
calculated by the system, straight line or reducing balance and both of these can be
applied annually or each period.
The first option which may be used in creating a new Fixed Asset.
3.11.1 To Enter A New Fixed Asset
>> Navigate To: Nominal Ledger > Fixed Assets > Enter New Asset.
Hint:
Fixed assets do no
t become active
until all the deprec
iation details have
been entered. An as
set cannot be
depreciated or dispo
sed of until it is
active.
1. Enter a unique Code for the asset.

2. Enter a Description for the asset.
3. Enter the asset’s Initial value. This cost price is used to calculate the depreciation
amount for straight line depreciation.
4. Select the asset purchase date in Date acquired.
5. The Last depreciated date is updated by the system when the asset depreciation is
posted. When you are creating the asset this will be blank.
6. Enter the Depreciation Details
7. Enter the current Net Book Value
38
8. Select a balance sheet and profit and loss account for depreciation postings.
9. For straight line only enter a residual value and asset life span.
10. For reducing balance only enter a depreciation percent.
11. Enter Analysis Details
12. Click Save
Once an asset has been created, the next step will be to begin the depreciation based
? on the start date / Method and expected life which is selected when the asset is created.
The Depreciation Calculation can then be run for all active assets.
39
3.11.2 Running The Depreciation Calculation
>> Navigate To: Nominal Ledger > Fixed Assets > Depreciate Asset.
Hint:
This posts for the cu

rrent year or
period in the curre
nt year, not for
previous years, reg
ardless of the date
acquired
1. A list of assets are displayed, showing the:

• Code
• Description
• Last Depreciated Date
• Depreciation Method
The Depreciation Amount is populated when you select the asset.
If you are depreciating annually, and the Last Depreciated date is within this
financial year, the asset will not be shown in the list because it has already
? been depreciated. Also, if the asset is being depreciated using a straight line
depreciation method, the asset will not be listed if the Net Book Value is less than
or equal to the Residual Value..
2. Select the Depreciation Period.
This is the period up to which you want to calculate depreciation. This defaults
to the current period but you can select a future period if you want. You may, for
example, have assets that are depreciated monthly but that you want to post
? quarterly. All postings that are in future periods are posted into and held in the
deferred postings file until the period becomes current.
If you are depreciating by period, an asset won’t be listed if it has already been
depreciated in the Depreciation Period you have selected..
3. Select the assets that you want to depreciate.

40
4. Click Depreciate.
5. Select the Depreciation Transaction Date.
This is the date you are depreciating the assets. This defaults to today’s date. If you
are depreciating by period, the nominal postings will have the end date of each
period you are posting for. The Last Depreciated date on the asset will be the end
? date of the last of these periods.
If you are depreciating annually, the nominal postings will have the end date of
the last period in the year. The Last Depreciated date on the asset will be the end
date of the last period in the year.
6. To depreciate, click Depreciate.
Nominal postings are made as follows:

• Annual depreciation methods: A single nominal posting is made for annual
? depreciation at the end of the financial year.
• Period depreciation methods: A posting per period depreciated.
• The depreciation
Disposing of an Asset
>> If you dispose of an asset before the posting is credited to the Balance sheet account,
the Net Book Value reflects the amount remaining to be credited to that account. Thus
the disposal will only post the remaining amount and not ‘double post’ any value
41
3.11.3 How To Dispose Of A Fixed Asset
Now that the Assets has been depreciated, there may be times where as a user you will
need to dispose of an asset.
>> Navigate To: Nominal Ledger > Fixed Assets > Dispose Asset
1. A list of assets are displayed. Hint:
2. Select the Asset that you wish to dispose of. If an asset has depr
eciated to a value
of 0 (zero) then you
3. Click Dispose. do not need to
dispose of it but ca
n delete it.
4. Select the Disposal Transaction Date.
5. Click Dispose
42
Resources & Support Information A Beginners’ Guide to Sage 200: The Financials Modules
Resources & Support

Information
As a leading Sage partner we are fully accredited to provide
support for new and existing users of Sage 50 & Sage 200
including all supporting modules. Our team of expert support
and projects staff manage a wide range of businesses using
products and can assist with everything from day-to-day issues,
through to training and system upgrades.
A support contract with HBP Systems includes unlimited telephone and email support as well as free payroll upgrades at year end.
We offer a proactive service and on a monthly basis produce Sage helpsheets aimed at tackling common and topical issues for
end-users.
To see our full range of Sage 50 & Sage 200 helpsheets visit www.hbp-group.co.uk/helpsheets
Helpsheet 031 | Sage 200 page 1 / 2
page 1 / 1
Helpsheet 031
| Sage 200
Helpsheet 031 | Sage 200
page 1 / 2
Allocating and Building

cts in BOMs Bill of Materials
Deleting Proje
ting Viewing Cost
Project Accoun
There are two ways you can approach building BOMs in Sage
200. You can:
te a project whe
n:
• Allocate stock for the BOM first and build from the allocation later
Use the New Allocation option to reserve the stock items that you require to build the BOM.
us of <Not
Breakdown
You can only dele projects with a stat You can undo the allocation if you find you do not need to build the item. Open: Bill of Mat
You can delete erials > Processing
allow s the pro ject to be deleted. > Cost.
us ive / Delete.
The project stat to Allo w Arch Open: Bill of Mat
erials > Records
licable> or a status that is set From New Allocation, by clicking OK and Confirm, you can confirm the locations from which > Amend Bill of
App Materials | Cost.
stock is allocated, and if you are using traceability, you can select the batch and serial numbers
Select an item in
the list.
-or- allocated.
pos ted to it. Click View Breakdown
sactions
s not have any tran or View Cost Brea
The project doe process or accessin
You can use the Trial Kitting enquiry before building to test the stock levels required to build. g the breakdown
kdown, depend
ing on whether
from the BOM reco you are followin
record You can access the stock allocation process from Trial Kitting. rd. g the cost
ete a pro ject
To del The Cost Breakdown
win dow
> Proj ects > Delete Project. appears.
ounting Use View Allocation to view what has been allocated against a particular allocation. To expand
Open: Project Acc ted. the breakdown
that can be dele to include cost hea
a list of projects dings, components
window displays
The Delete Project Use Undo Allocation to fully or partially undo an allocation as long as the allocation hasClic notk by the Referenc
e to expand an item
and operations:
Find . been fully built. .
for a pro ject in the list, click
To search Status. Click Expand All
to exp
Project and all items.
ct it and click View
us of a project, sele Use Print Picking List to view or print the list that can be given to the warehouse staff so they
To check the stat To collapse the brea
Project Record. can make up the BOM. kdown:
reco rd, sele ct it and click View
To view the project Click by the Refe
rence to collapse
Delete. Use Amend Picking List to change the stock locations and serial numbers allocated in a previous an item.
, select it and click
To delete a project picking list. Click Collapse All
to collapse all item
s.
Use Confirm Build to build the product from the allocated stock. To view detailed
breakdown, click
Detailed View
The finished stock is updated with accurate quantities for manufactured items.
HBP-Group.co.uk
SageSupport@ SageSupport@
HBP-Group.co.uk
Group
part of the HBP
SageSupport@HBP-Group.co.uk
part of the HBP
Group
part of the HBP Group
43
HBP Systems Limited are a leading provider of IT and Accounting & ERP Software solutions to the
Humber region. We pride ourselves in our ability to help businesses achieve their full potential and
we do this through the continued training and support of all our staff. This is what we stand for. We
aim to be the best at what we do, and go beyond our rivals to help our customers.
7d Priory Tec Park Woodhouse Road

Saxon Way, Hull Scunthorpe
East Riding of Yorkshire North Lincolnshire
HU13 9PB DN16 1BD
01482 420 373 01724 400 303
info@hbpsystems.co.uk info@hbpsystems.co.uk
hbpsystems.co.uk

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A Beginners’

Why does my business use Sage 200?

How do I use this guide?

1 Navigating The System

Navigation is the key when it comes to using

1.1 General Navigation

1.2 Module Structure

>> Example: Financials > Sales.

Each module in Sage generally has the same structure as above.

Enquiries To view accounts / transactions information

The top toolbar is a short cut to the above sections

Use your mouse sc

Reporting is a major aspect of the system

2.1 Standard Module Reports

Each module throughout Sage has

This setting is per user & users have

Select the variable

2.2 Reporting From The List View

This method can be

Workspaces in Sage 200 provide an overview of the primary information Hint:

So, you now have the General Basics of

3.1 Sales Processing

3.1.1 How To Create A New Customer Account

Complete each tab and then click SAVE.

Make use of the sh

3.1.2 How To Enter Direct Invoices

7. Sales Ledger->Enter transactions->Invoice

3.1.3 How To Post A Sales Receipt.

1. Select the bank account this receipt is to be posted to and press

1. Sales Ledger-> Enter Transactions-> Receipt

3. In the boxes provided enter the receipt details

3.1.4 How to Allocate Transactions

3.1.5 To Put Customers On Hold

To put a customer on hold, simply tick the ‘On Hold’button

Certain transactions in Sage 200 can be reversed.

Highlight the transaction and click REVERSE

The original transaction and the reversal will be automatically allocated

3.1.7 Sales Ledger Period End.

>>  heck whether you have transactions waiting to be posted by running:

1. Run the Update Pending Transactions routine.

If the next period is closed, it will open automatically.

3.2 Purchase Processing

3.2.1 How To Create A New Supplier Account All screens are nearl

1. The Add New Supplier form is displayed.

Payments, Refunds, Allocations & Credits are all run from:

3.2.2 Automatic Payment Runs

Invoices are not included or payments made:

1. Generate suggested payments, using the correct remittance date.

2. Amend suggested payments.

If the total cheque

3. Process the Payments

Take extra care wh

3.3 Sales And Purchase Allocation Correction

3.3.1 How To Rectify An Allocation

You cannot change

3.4 Sales And Purchase Contras

? To contra the amounts, select the corresponding Sales and Purchase

3.5 Nominal Ledger

1. Enter a unique code and if applicable a cost centre and department

3.5.2 How To Create A Nominal Journal

3.5.3 To Create A Nominal Journal

1. Highlight the required journal and click Process.

3.6 Journal Templates

3.6.1 How To Create A Journal Template

>> heck whether you have transactions waiting to be posted by running: