38528070 sage manual accounting 1001

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DIV000MA024

Training Manual

Accounting 100

Version 14.00



2 © Sage 2006

Software package

Your software package is supplied in a box containing:

a CD-ROM with the program,

corresponding documentation.

Ownership and utilisation

Any utilisation, representation or full or partial reproduction of the software without the consent of Sage is illegal (laws of 11 March 1957 and

3 July 1985). Any illicit utilisation, representation or reproduction constitutes infringement of patent rights, and is punishable under the terms

of Articles 425 et seq. of the French Penal Code.

All rights reserved in all countries.

Original software developed by Sage.

Sage documentation

Any utilisation, for whatsoever purpose, not authorised under the terms of the licence agreement, is strictly prohibited and punishable by law

(law of 3 July 1985, Article 46).

Conformity and warning

Given the constraints inherent in presentation of this document in hard copy form, the specifications described in this document represent an

illustration as close as possible to the corresponding actual specifications.

It is the responsibility of the customer, working with this documentation, to operate the software so as to be able to measure with precision the

adequation of its requirements with the functions provided .

It is of primary importance to read the documention carefully beforehand, to ensure safe and fully operational utilisation of the software.

Changes

The documentation corresponds to the referenced version. Software updates can be introduced between two versions without modification of

the documentation. However, in this case, an addendum can be attached to the existing documentation, describing changes and improvements

introduced by said updates.

Suggestion form

Sage pursues a policy of constant enhancement of its software products and corresponding documentation. We invite customers to send in their

suggestions and report any defects or errors observed, using the suggestion form comprising the last two pages of this manual.

Trademarks

Sage 30, Sage 100, Intégrale and Sage 1000 are registered trademarks of Sage.

Windows 95, Windows 98, Windows ME, Windows 2000, Windows XP and MS-DOS are registered trademarks of Microsoft Corporation.

Macintosh, MAC/OS is a registered trademark of Apple Computer Inc.

© Sage



Contents

© Sage 2006 3

Contents

Chapter 1 – General and

installation______________________ 5

Presentation of the Sage Accounting program...................5

Installation of the program..................................................5

General information concerning this manual......................6

How to use this manual ....................................................12

Chapter 2 – Definition of the

company _______________________ 15

Lesson 1 – Activating the Accounting

program________________________________________16

Starting the Sage Accounting program ............................16Interrogation of the reference e-manual from the

program ............................................................................18

Closing the program.........................................................19

Lesson 2 – Creating your company____________20

Creation of working files...................................................20

Sage Accounting working window....................................28

Informing Concerning your company window...................30

Lesson 3 – Creation of accounting data ______32

Program restart ................................................................33

Creation of general accounts ...........................................33

Interrogation of the tax rate list.........................................38

Creation of journals ..........................................................40

Definition of banks............................................................47

Lesson 4 – Creation of customer and

supplier S/P accounts _________________________51

Creation of a customer record ......................................... 52

Deletion of superfluous accounting items........................ 62

Chapter 3 – Routine

management ___________________65

Lesson 1 – Inputting an invoice _______________66

Accounting entry conventional input (sales invoice)........ 67

Input model help input ..................................................... 73

Lesson 2 – Input by document_________________80

Using the Input by document function ............................. 81

Lesson 3 – Inputting an invoice payment _____85

Payment of a supplier invoice – Input in a line-by-line

cash contra journal .......................................................... 85

Customer invoice payment – Global end of month

input in a cash contra journal........................................... 89

Lesson 4 – Interrogation and matching of accounts _______________________________________93

Interrogating a supplier account ...................................... 94

Lesson 5 – Customising your accounting

documents___________________________________ 108

Activating the layout program ........................................ 108



Contents

4 © Sage 2006

Lesson 6 – Customer reminder______________ 118

Printing a reminder letter................................................118

Lesson 7 – Standard accounting

statements___________________________________ 122

Printing an input day book..............................................123

Printing a journal ............................................................124

Printing a trial balance....................................................125

Printing a ledger .............................................................127

Lesson 8 – S/P account statements_________ 128

Aged trial balance...........................................................128Tickler file .......................................................................130

S/P account trial balance................................................131

Chapter 4 – Periodic

processing ____________________133

Lesson 1 – Client-accountant

communication ______________________________ 134

Verification of parameter definition.................................135

Lesson 2 – Manual bank reconciliation _____ 140

Opening the bank reconciliation window........................141

Lesson 3 – Tax return _______________________ 147

Preliminary parameter definition.....................................147

Lesson 4 – Year-end operations_____________ 152

Printing year-end statements .........................................153



Chapter 1 – General and installation

© Sage 2006 5


This training manual for the Sage Accounting program for Windows will enable you to familiarise yourself

with the main principles of this program, its advantages and its easy-to-use characteristics.

This manual can be used to create your own accounting folder, following the advice and explanations given

step-by-step, but replacing fictitious information by actual values extracted from your own management

system.

The year given for the dates included in the illustrations and exercises contained in this manual can differ

from that of the accounting file used. This in no way impedes your familiarisation with the program. You

should interpret the dates given in this manual using, in all cases, the year appearing in the file used and the

current exercise.Likewise, as regards the document models supplied as standard with the program, you can find them under

their short names (example: LET_CHQ.BMA) or full name (example: LETTER CHEQUE.BMA) according to

program version. Select the appropriate model corresponding to the function you are studying.

Presentation of the Sage Accounting program

Sage Accounting 100 for Windows is available in three versions. These are the basic, Pack and Pack Plus

versions. This manual is based on the tree structure of the Pack Plus version. If you are using the basic or

Pack version, and work the following exercises using your version of the program, do not be surprised if

Pack Plus version functions do not appear in your program.

Installation of the program

We refer the reader to the "Installation under Windows" manual supplied with the program. This contains

information concerning:

initial installation of the program on your hard disk,

updating an existing program,

installation of e-manuals, including the Reference Manual in particular, as also the program used to

interrogate the different files of these manuals,




6 © Sage 2006

procedure for registration of your program with Sage France,

storage location of files created or used by the program according to the operating system

employed.

Information prior to installation of the software

Before commencing installation, you should be in possession of the following information concerning your

company:

address of company headquarters or the establishment in which the program will be installed,

name and address of your accountant, where appropriate,

name and address of the bank which advised you to acquire this Sage program, or to which you

send payment instructions (cheques, transfers, etc.),

SIRET number and APE code (or NAF),

names of, and information concerning the main members of your staff involved in sales

management,

and if you wish to work exercises using actual data concerning your company:

chart of accounts used by you or your accountant,

a number of S/P account records (customers, suppliers, employees or other).

General information concerning this manual

Most frequently used keyboard keys

TAB(ULATION): used to go from one field to the next.

SHIFT + TAB: combination of keys used to go from one field to the previous field.

ENTRY: validates input of data in a window or activates a function.




© Sage 2006 7

ESCAPE: used to close a window, or quit a function without saving modifications (in the majority

of cases).

CTRL + F4: used to close a window and save the data input (the + sign means that the two keys

must be pressed simultaneously).

CTRL + F5: used to close all windows of the same function, and save data input (the + sign means

that the two keys must be pressed simultaneously).

F1: used to access the help function for the current command.

Program ergonomics

For strictly Windows functions, we refer the reader to the help function supplied with this operating system,or the prolific documentation which can be interrogated on this subject.

Utilisation of Sage Line 100 and Line 30 programs is detailed in the Common Manual supplied in e-file

form, and which you can interrogate using the Adobe® Acrobat ® Reader.

Refer to the Installation Manual for further information concerning the installation of this utility and the e-documentation files, the Common Manual for ergonomics details, and the section on Interrogation of the

Reference Manual from the program in Lesson 1 – Starting the Accounting program in Chapter 2 –

Definition of the company.

Definition of accounting terms

Trial balance

Table representing all accounts appearing in the ledger, with debit and credit totals and debit and credit

balances. This is an audit and information tool.

Balance sheet

Statement of resources which the company possesses and applies. Prepared at the end of the operating

period. Interim financial statements can also be prepared at monthly intervals.

Day book

Temporary, modifiable statement, providing an initial quick look at the financial statements of the com-

pany.




8 © Sage 2006

Operating period closing

The Operating period is closed at the end of 12 months’ activity. The income statement and balance sheet

are associated with this operating period-end operation.

Cost accounting Describes events inside the company. Cost accounting is not regulated or mandatory, and is used to deter-

mine and detail the company’s costs, explain financial results, establish forecasts, identify differences

between forecasts and actual figures, etc. Cost accounting is a decision aid tool base on financial accoun-

ting data.

S/P (sales and purchase) accounting

This records receivables and payables incurred during the operating period. S/P accounts correspond prin-

cipally to customers, suppliers, employees, social security entities, the State and banks.

Financial accounting

Financial accounting is a legal obligation for all companies. It involves recording all operations conducted

by the company with third parties (other companies, staff, social security entities, the State, banks, etc.).

Accounts are used to monitor details of changes in each asset held by the company.

Income statement

Document prepared at the end of the operating period. This records income and expenses associated with

the activity of the company. Generally prepared in the form of a table, the income statement records the

increase or decrease in the wealth of the company and reflects a profit or loss for the period.

Controlling accounts

Accounts grouping certain accounting categories in a single group (customer control accounts, supplier

control accounts, etc.).

Example

The customer controlling account centralises all customer accounts.

General accountsThese are the basic accounts (6010000, 4010000, 5120000, etc.).

VAT credit

A company has a VAT credit where VAT deductible exceeds VAT collected.

VAT return

VAT (Value Added Tax) is an indirect tax collected by the company invoicing this tax on its customers, cal-

culated by multiplying the invoice amount ex. tax by the corresponding VAT rate. VAT collected is then




© Sage 2006 9

paid to the tax authorities at periodic intervals, after deduction of VAT paid by the company on its purcha-

ses (VAT deductible).

VAT payable = VAT collected – VAT deductible.

Opening entriesOn commencement of a new operating period, unmatched payables and receivables (not yet paid) are car-

ried over in detail to the new operating period. Other balance sheet account balances are carried over as

such.

Ledger

Document grouping all accounts of the company and recording their respective balances.

Journal

In a conventional accounting system, all entries are recorded in a single journal. These entries are thencopied to the ledger. However, to facilitate accounting operations, it is common practice to create a number

of different types of journal according to the nature of the operations involved (bank, purchasing, sales,

etc.). This set of journals groups all accounting entries which the company has reported during the opera-

ting period.

Matching of accounts

This procedure is used to associate invoices and corresponding payments. A letter is associated with each

equivalent amount. An amount which has not been attributed a matching letter is considered as contested.

General chart of accounts

This lists all accounts.

S/P chart of accounts

See S/P accounting.

Bank reconciliation

The company conducts operations with its bank which are recorded in the accounting systems of the twoestablishments for an identical amount.

In practice, the two partners (bank and company) do not each record these operations at the same time,

such that at a given date, the balances are generally different. An audit operation is consequently required,

involving preparation of a bank reconciliation statement in which the accounting entries are completed

with non-recorded operations, as appearing in the other account, so as to obtain two equal, opposite balan-

ces.




10 © Sage 2006

Intermediate balance

Knowledge of operating period net income alone is insufficient to determine how this result has been

obtained. making a distinction between different levels for income and expenses, it is possible to calculate

a fraction of global income, referred to as an intermediate balance, for each level. This corresponds to a

financial analysis based on a number of complementary indicators.

Inventory

At the end of the company’s accounting period (end of operating period), the company must conduct an

inventory to measure performance (recorded in the income statement) and the accumulated wealth of the

company (in the balance sheet).

VAT on debit amounts

The amount of the VAT is due on invoice date.

VAT collected

This term indicates that the amount of the VAT is due at the date on which the trader has collected the

amount of its invoice.

Entry conventions

The entry conventions used in this manual are as follows:

Words and characters to be typed on the keyboard are indicated in Courrier typewriter

characters.

The keys used are shown in capitals: ESCAPE.

Where two keys must be pressed simultaneously, they are indicated as follows: SHIFT + TAB.

Note that the SHIFT key in question is not the SHIFT LOCK key, but one of the keys used to obtain

an upper case character temporarily (the shift keys are identified by an arrow pointing upwards).

Where keys must be pressed in succession, they are shown as follows: ALT, F, N.

"Validate" signifies press the ENTER key to validate (activate) a function.

The delete or backspace key is represented by BS under Windows.

The ESC(APE) key is used essentially to close windows, in general without validating eventual

modifications, and corresponds to the Cancel key.




© Sage 2006 11

In the text of this manual, the names of menus, tree menus, commands, windows, tabs, panes and

buttons are shown in bold. Example: Principal record.

Descriptions of window fields are shown in bond italics. Example: Frequency dropdown list field.

The options which can be selected in a list are shown in bold. Example: Select all.

The hierarchy of menus, commands, panes, sub-panes, boxes and fields is shown by slash (/)

separators. Where reference is made in the text of the manual to a particular function or one of its

sub-divisions, it is mentioned giving the corresponding access path.

Example :

We consider it more concise to say "the journal code selected here will be copied to the Processing/Accoun-

ting update/Journal code" field, instead of "the journal code selected here will be copied to the Journal

code field of the Accounting update command of the Processing menu".

Each title concerning the description of a command is followed by the path for accessing this

command: Menu/Tree menu (where appropriate)/Command.

Dates must be input in all cases (unless specifically indicated to the contrary in a program) in the

numerical form DDMMYY with no separators. Date fields are accompanied by a calendar,

operation of which is described in the Common Manual.

Files and folders (or directories) are shown in upper case. Example: COMPTA BIJOU.MAE file in

the MAESTRIA folder.

Where you are looking for explanations concerning a particular function, you should look in the contents

pages at the beginning of this manual.

Comments are indicated by a pointing hand symbol in the margin. These comments provide ancillary infor-

mation concerning the function described, and are frequently of particular importance. They should not be

ignored.

The points of particular importance to which we draw your attention are presented thus.

Example :

Each time we consider it necessary for comprehension of the purpose or execution of a command, we have

completed its description with examples. These examples are presented preceded by the heading "Example".

This presentation indicates to which function, other part of the program or particular manual (reference,installation, common, etc.) you should refer for additional information.




12 © Sage 2006

If disparities exist between different versions of the program, this is indicated in the margin. The title Ver-

sion is replaced by:

Windows where a special feature particular to this system is concerned ;

the product line number in the case of functions not available.

How to use this manual

This training manual is divided into four chapters each of which includes a set of numbered lessons.

These lessons enable you to discover the basic functions of the program in a logical order of utilisation.

You can work these lessons:

either using your own accounting file after having created it using actual information (chart of

accounts, S/P chart of accounts, etc.) which you will use as basic material for working the exercises.

In this case, the operations proposed will not necessarily always correspond to elements which we

have shown you how to create or use. You can use the Reference Manual to assist you in adapting

the examples to meet your own needs;

or using an imaginary "Diamant Vert" company, which you can create and complete with examplesdescribed in this manual. In this case, the lessons are chained, and must be worked in the order

proposed, so as to have a minimum number of items to execute the operations proposed;

or using test files for the imaginary Bijou company supplied with the program. In this case, the

choice of items proposed is much wider, and you can get to know a substantially greater number of

functions.

In the chapter on Definition of the company, we shall show you how to interrogate the program Reference

Manual to extend your knowledge of the functions and commands used.

To avoid repetition, we only describe the procedure for execution of an operation once. If this opera-

tion is repeated, we refer the reader to the heading or lesson where descriptions of the operation

can be found.

Do not forget the contents pages at the beginning of the manual, and the index at the end, in which you can

find section headings and key words to assist you in locating specific information.




© Sage 2006 13

Blocked function

If you have initiated a command by mistake, and cannot see how to clear the situation, press the ESC(APE)

key. This procedure is effective for closing a function in the majority of cases.

Premature program stop

The program must be stopped using the Quit function in the File menu, or the equivalent keyboard short-

cuts described later in this manual.

If when you make a new attempt to open working files you obtain a warning message of the following kind:

"This file is already open. Use the maintenance program."

this means that a file has not been closed by the correct procedure.

To clear the situation:

1 . close the Sage Accounting application,

2 . activate the Adobe® Acrobat® Reader utility,

3 . open the Common Manual e-file,

4 . consult the explanations given concerning blocking in that part concerning the SageMaintenance program,

5 . activate the Maintenance program via the menu Activate/Programs (or All programs)/Sage for

Windows and execute the operations described in the Common Manual

Back-up

Remember, to save your data at periodic intervals, in particular if you use the Training Manual to create your own files.

A program can be replaced easily, but hundreds of hours of work only with considerable difficulty!




14 © Sage 2006



Chapter 2 – Definition of the company

© Sage 2006 15


This chapter contans the following lessons:

«Lesson 1 – Activating the Accounting program», page 16

«Lesson 2 – Creating your company», page 20

«Lesson 3 – Creation of accounting data», page 32

«Lesson 4 – Creation of customer and supplier S/P accounts», page 51

C f f




16 © Sage 2006

Lesson 1 – Activating the Accounting program

Purpose This lesson shows you how to start the program, and close the program when your work is finished.

Steps The steps of this lesson are:

1 . Starting the program.

2 . Recording the access code if this is one of your first program starts.

3 . Closing the program.

4 . Interrogation of the reference e-manual from the program.

Tips Remember to register the program with Sage France without delay, as the number of times you have free

access to the program is limited.

You can register by:

Internet,

post,

fax.

Starting the Sage Accounting program

Click the Desktop manager Start button and select the commands detailed below. Successive menus appear,

bringing the pointer onto the item indicated (a new tree menu opens):

Programs (or All programs for some versions of Windows) to open a new menu in which you can

select:

Sage, which opens a new menu in which you can select:

Accounting 100, which opens another small menu in which you can choose between:

Ch t 2 D fi iti f th




© Sage 2006 17

Bijou SA: this opens the Sage Accounting program, also opening the program introduction

files supplied with the program;

Accounting 100: this starts the program and leaves you to select the working file which you

are going to use.

E-manuals: this option enables you to interrogate e-manuals recorded at the time of installation.

Refer to the Installation Manual.

Maintenance: this option enables you to activate the «Sage Maintenance» program containing

program deblocking, file enlargement and data verification functions.

Refer to the Common Manual for further information on the Sage Maintenance program.

The following lesson concerns creation of an accounting file. It is consequently preferable to start the

program by selecting Accounting 100 .

Initial program starts – Registration and access code

A Welcome to Sage window appears when you start Sage Accounting for the first time.

This window reminds you that the number of times you can access the program is limited until the access

code has been informed.

This number is limited to 30. You can register:

Chapter 2 Definition of the company




18 © Sage 2006

immediately by clicking the Registration button,

later by post, completing the registration form accessible via the Help (?)/About Accounting 100

function,

later by Internet, via the [Registration] heading at the http://www.sage.fr web site.

After you have registered, an access code is sent to you by Sage France within a few days. This code must

be entered after clicking the Access code button. Access is then free and this window no longer appears.

While awaiting this code, click the Continue button. The number of times you can access is reduced by one

each time you start the program.

Interrogation of the reference e-manual from the program

The program Reference Manual is supplied in e-file form. This file can be opened from the screen,

interrogated or printed using the Adobe® Acrobat® Reader program.

Refer to the Installation Manual for further information concerning installation of this program and the e-manual.

To open this manual on the screen, open the Help (?) menu and select the Interrogate manual function.

The Acrobat Reader program is activated automatically, and the contents of the manual are displayed on the

screen. It comprises:

The Reference Manual which describes the functions of Sage Accounting in menu order.

It is possible to access the documentation only by clicking the Windows task bar Activate button, and

selecting successively: Programs (or All programs)/Sage/E-manuals.

Browsing in the e-manual

Consult the Acrobat on-line help to interrogate the e-manual:

1 . Open the Acrobat Reader Help (?) menu.

2 . Activate the Acrobat on-line help or Reader help function, according to the version used.





© Sage 2006 19

3 . Pay particular attention to the contents of the Presentation of the working field or Browsing in a

PDF document bookmark.

You will find all the explanations you require on how to browse in the manual pages on the screen.

Closing the program

Select the File/Quit command to close the program.

You can also use the following key combinations:

CTRL + Q or

ALT + F4.

It is not necessary to close all the windows before quitting the program, if you wish to find them already

open when you commence your next session.





20 © Sage 2006

Lesson 2 – Creating your company

Purpose This lesson shows you how to create the accounting file for your company with the assistance of a wizard.


1 . Creation of the accounting file.

2 . Definition of the company record and options, grouping data essential for accounting management

of your company: exercise, account length, definition of reporting currency, etc.

Tips Numerous functions have a wizard which details and explains the definition operations to be executed.

To obtain this advantage, you must tick ( ) the Wizard mode command in the Window menu.

Use the TAB key to go from one field to another during input.

Preliminary

information

Start the Sage Accounting program from the Windows Start menu, as indicating in the previous lesson.

Creation of working files

Sage Accounting guides you through the process of creating your company with a wizard.

Start creation of your company by selecting the File/New command.

The wizard is active if the Window/Wizard mode command is selected, namely preceded by a tick ( ) in its

menu.





© Sage 2006 21

Company name

The fields to be modified in this window are:

Company nameGive the name of your company. In this example Diamant Vert.

Retrieval of information from the identification record

Leave the Yes option checked if information concerning the new company is the same as that recorded

during installation of the program.

Click the Next button.

Company identification

The next window is completed with information recorded during installation of the program. You can

modify this information.




p p y

22 © Sage 2006

Confirm the information by clicking the Next button.

Definition of the operating period and account length




© Sage 2006 23


Operating period dates

Define the start and end dates for your operating period.

Account length

We recommend you to leave the value 0, enabling you to enter accounts of "variable" length. You can then

fix the length of each account individually on its creation.

An operating period can be set at two civil years, but must not exceed 36 months.

Account length is between 3 and 13 characters.


Reporting currency

This window is used to define the reporting currency in which you will keep your accounts.





24 © Sage 2006

Reporting currency

The euro is proposed by default.

Leave this value checked if your reporting currency is the euro.

If you do not use the euro, click the Other box and record the description of the applicable currency.

There are two types of currency: equivalent currency which enables you to keep your accounts by

reference to another currency ( US dollar for example), and reporting currency . The two currencies are

mandatory. They can be different unless your company belongs to the euro zone. In this case, both must be

the euro.


Definition of reporting currency

If the euro is not your reporting currency, a window opens to input the characteristics of the currency

concerned.


Reporting currency characteristics

Complete the fields of this window with the characteristics of the currency concerned.




© Sage 2006 25

Retrieval of existing accounting data

Do you wish to create your file from a standard model?

This window enables you to select from the following options:

Yes, the file will be ready to use: the file is created by copying the model file supplied as standard.

Final update of information will then be performed using the About... function.

Account types are defined by default in the program with conventional accounting values.

Example

Supplier accounts use root 401.

Customer accounts use root 411.

Bank accounts use root 512, etc.

Yes, with partial selection: you can retrieve existing accounting data, such as accounts, VAT rates,

journal codes or input models from the model file supplied with the program.

No, definition will be conducted manually: the file created contains no structural data.





26 © Sage 2006

Creation of the accounting file

Creation of the accounting file from the standard model allows automatic definition of general accounts,

journal codes, tax rates and models.

Record the name and storage location of the accounting file to be created, clicking the Browse button. The

Create accounting file dialogue window opens.




© Sage 2006 27

Select the storage folder (or directory), and enter the name which you wish to give your file (in our example:

Diamant Vert).

The file storage folders (or directories) depend on the operating system used. Refer to the Reference

Manual or Installation Manual for the program to determine their location.

The Capacity in kb field is used to specify the required size of the accounting file to be created. Take

care not to select a size which is too large. In this case, the file would occupy hard disk space

unnecessarily. We recommend that you leave the value proposed. The file will grow automatically in

step with increasing needs.

Click the Record button. You then return to the Creation of the accounting file screen.

Click the End button. The accounting file has been created.




28 © Sage 2006

Sage Accounting working window

The functions in the Sage Accounting working window which were previously dimmed, are active and

available.

The different parts of this window are:

1 . Title bar giving the name of the program and the working file open.2 . Menu bar giving access to all program functions.

3 . Standard toolbar (on left) used to activate all functions common to Sage applications.

4 . Browse toolbar (on right) used to activate all basic functions: creation, interrogation, modification

and deletion of items, search, etc.




© Sage 2006 29

5 . Vertical bars with buttons used to activate the principal functions of the application in process.

Click the toolbar titles to access functions grouped by centre of interest. These toolbars can be

masked to enlarge the workspace.

6 . Workspace in which all the windows opened by program functions appear.

7 . Working window open.

8 . Status bar at the bottom of the screen, providing information concerning certain operations in

process and the current monetary unit.

The Browse toolbar appears by default at the top of the screen, with the following principal buttons:

Details of how these buttons are used are given below.

The Standard toolbar is adjacent to the Browse toolbar, and is present in all Sage Line 100 programmes.

The various functions accessed via the Standard toolbar are described in detail in the following lessons.

Add

Interrogate

See/Modify

Delete

Find

Go to




30 © Sage 2006

Informing Concerning your company window

The Concerning your company function window is used to input data concerning your company

(identification, accounting and tax values and working options). These values must be recorded before any

other input.

To access this window:

Select the File/Concerning your company command.

Click the Standard toolbar Concerning the file button.

The various tabs are partially completed with information input on creation of files, or default definitions.They must be completed with care to adapt the program to your particular needs.

The Initialisation tab recapitulates reporting currency, equivalent currency, exercises and account

length, and enables you to indicate whether you apply the IFRS standards.

The Contacts tab is used to record the names of the various contacts in your company.

The Parameters tab is used to define the tax registers and generate opening balances and bank

reconciliations.




© Sage 2006 31

The Preferences tab is used to inform data input and import parameters.

The Tax tab groups data concerning taxes (returns, entry updates and tax office address).

The Matching adjustment tab is used to record data required for various adjustments concerning

payment, conversion or exchange differences.

The Accounting sync tab is used to record values required for Internet communication, in

particular in connection with data exchanges with your accountant.

The Options tab.




32 © Sage 2006

Lesson 3 – Creation of accounting data

Purpose This lesson shows you how to create accounting data required for your management tasks.


1 . Creation of general accounts.

2 . Creation of rates for automatic recording of tax amounts.

3 . Creation of journal codes for creating sales entries.

4 . Creation of banks with which bank accounts have been opened.5 . Creation of S/P accounts.

Preliminary

information

It is preferable to activate the Wizard mode for working this lesson. Proceed as follows:

1 . Open the Window menu.

2 . Check that the Wizard mode command is preceded by a tick ( ). In the contrary case, select this

command.

Tip You can use the General accounting toolbar for this lesson.

To display this toolbar:

1 . Start the Window/Customise interface command.

2 . Select the Toolbar tab and position the cursor on General accounting.

3 . Click the Display button: General accounting is now preceded by a tick.

4 . Click OK.




© Sage 2006 33

You can click and slide the toolbar to change its position.

Tips on creation

of accountingdata

You can create accounting data by copying existing data (using the Structure/Merge function). Sage

supplies the C_MODEL.MAE file for this purpose, containing 1999 charts of accounts, and a demonstrationcompany, COMPTA BIJOU.MAE, with a substantial amount of accounting data already informed

(accounts, VAT rates, journal codes, etc.). This information can be copied in full or in part.

Program restart

Start the File/Open command and select the file you have created, or the DIAMANT VERT.MAE file, for practising with a fictitious company.

If you have difficulty finding the file storage folder, refer to the Installation Manual which provides detailed information on the subject according to the operating system used.

Creation of general accounts

Open the list of general accounts. Proceed in one of the following ways:

Menu bar Structure/Chart of accounts command

General accounting toolbar Chart of accts button

Entry input vertical bar Chart of accounts button




34 © Sage 2006

The list of accounts is not empty as retrieval of basic accounting data was requested on creation of the file.This list contains the accounts used for routine accounting management. You can keep these accounts, adapt

them to meet your management requirements or delete them (if they have not already been activated).

There are a number of ways of displaying the creation window for a general account (these options are

proposed for the creation of any accounting data):

Display of the pop-up menu is obtained by clicking the right mouse button in the window. In common with

the Browse toolbar, this makes it possible to create, modify, delete, find or sort records. It is available when

the window contains an input mask or list.

Menu bar Print/Add command

Vertical bar Create general account button

Browse toolbar Add button

General accounting tool-

bar

Create general account button (the list of accounts need not

be opened)

Keyboard short-cut CTRL + J

Pop-up menu Add new data command




© Sage 2006 35

General account creation wizard

The fields to be completed in this window are:

Number

Input 512300 in this field.


N



36 © Sage 2006

Name

Input «Société Générale» in this field.

Validation

Leave the To validate the account and create another ticked.

These proposals are designed to illustrate the lesson. They should be adapted to the specific

context of your company.

The Next button records your input, and proposes creation of a new account. Now give the following values:

Number: 512310.

Name: «Banque Nationale de Paris»

Then check the To validate the account and quit the wizard option before clicking the End button.

Information concerning the account can be displayed by double-clicking the corresponding line in the list.

Modification of a general account

Later on we shall input a sales invoice. We must therefore inform the tax code for automatic calculation of

the tax amount corresponding to this sale.

Open the «70101900 Ventes produits finis à 19,6 %» account. Two methods are proposed.

First method

With the list of accounts corresponding to the active window, input 701. The selection is positioned on the

first account starting with this root. After positioning the cursor on the required account in the list, you can:

Double-click the line.

Click the line to select and type CTRL + M.

Click the Browse toolbar See/Modify button.

The active window is in the foreground. Its title bar is highlighted, and the other windows are dimmed.

Click its title bar to activate a window.


Second method



© Sage 2006 37

Second method

Click the Browse toolbar Go to button or press CTRL + T.

The Go to window opens, preinformed for the File, Field and Criteria fields:

Then enter the value 701019 in the Item field as indicated above and click OK.

The account record opens.

Under the Principal record tab:

Uncheck the Cost input option box.

Select «V19 TVA coll. Ventes à 19.6%» tax code in the Tax code dropdown list field.

Then close all windows simultaneously, pressing CTRL + F5. This operation records all modifications

made.




38 © Sage 2006

The dropdown list fields are used to select from a number of options. The button is at the right end of the

fields. To record values in these fields, you can:

- enter manually (the value input must correspond exactly to that recorded in the files);

- click the button and select the expected value in the list which opens;

- enter the root of the expected value and click the button. The list is reduced to the values

corresponding to the root input and is consequently easier to handle.

If you select an incorrect value, press the BS key to erase and recommence your selection.

Interrogation of the tax rate list

Open the tax rate list. You have a choice of two methods:

If the default accounting parameters proposed were copied on creation of the file, the list is not empty.

In the contrary case, you must create your own tax codes, referring to the procedure described in the

Reference Manual.

Open tax code number V19 for interrogation, and double-click on the line in the list.

Menu bar Structure/Tax rate command

General accounting toolbar Tax rate button




© Sage 2006 39

You can define the result of a double-click on a line, either for simple interrogation without being able to

modify, or for interrogation and modification where appropriate. The Window/Preferences command is

used for this definition.

To interrogate an item without modifying it, select the appropriate line and:

- click the Browse toolbar Interrogate button;

- enter CTRL + L;

- use the pop-up menu in the Interrogate selected item command;

- activate the Print/Interrogate command.

To interrogate an item, and modify the item where appropriate, select the line and:

- click the Browse toolbar See/Modify button;- enter CTRL + M;

- select the pop-up menu See/Modify selected item command;

- activate the Print/See/Modify command.

These possibilities are examined in more detail below.

As you will observe:

the tax rates are identified by a code making their selection more rapid;

the tax rates are designated as "collected" or "deductible";


a general account is assigned to the tax rates, to which the amounts are posted when operations are



40 © Sage 2006

g g , p p

executed. The account number in this case is 44571190;

general accounts are associated with the tax rates, the amount of which is used to calculate the tax.

Account 70101900 is already displayed.

This list is updated in accordance with instructions received from the tax authority. For each new version of

the program, the Accounting Bijou test set incorporates the latest changes introduced by the public

authorities.

Each the time the program observes the presence, during input, of the two accounts 44571190 and 70101900

in the same document, it posts the VAT calculated on one document to the other.

Press CTRL + F4 to close the tax code and list.

Creation of journals

Journals are created as a preliminary before any input. We will create a journal corresponding to the bank

accounts created earlier.

Open the list of journals. This can be done in three different ways:

Menu bar Structure/Journal codes command

General accounting toolbar Journal codes button

Entry input vertical bar Journal codes button




© Sage 2006 41

The «Banque monnaie locale – 1» journal is proposed in the basic accounting parameters. We will delete

this journal and create a new one with an explicit code. The code cannot be modifiedafter creation.

Select the «BQ1, Banque monnaie locale – 1» journal, and click the Browse toolbar and Delete

button.

You can also:

- press keys CTRL + U;

- select the Delete selected elements from the pop-up menu command,

- or activate the Print/Delete command.

A journal code cannot be deleted if it contains entries for a period, even if the period is closed, for the

accounting file open.

If a message requests confirmation, reply Yes.

Proceed in the same way for the «Banque monnaie locale – 2» journal code.

Creation of a journal for the Société Générale bank

Click the Browse toolbar to Create an item (or Add) button, and complete the Journal code creation

wizard screens.




42 © Sage 2006


Journal type

Select Cash.

Code

Input code SG..

Name

Input the name Société Générale.

Cost breakdown

Leave the No option checked to prevent cost breakdown of this journal.

Then click Next. A specific cash journal window is opened.




© Sage 2006 43


Cash account

Input account 51230000 in this dropdown list field.

Type of account

Check the Contra for payments recorded option so that a payment line is generated for each entry made in

the journal.

Type of reconciliation

Check the Contra account option.

Refer to the section on Modification of a general account for further information concerning the dropdown

list fields.

Click Next. The window which opens is used to define numbering for documents recorded in the journal.




44 © Sage 2006


Journal numbering

Keep the default option proposed so that the journal has its own automatically generated numbering.

ValidationCheck the To validate journal code and create new code option.

Click Next to create the journal for BNP.

Creation of a journal for the Banque Nationale de Paris

The first wizard window reappears to enable you to create a second bank journal.

The fields to be modified in this window are.

Type of journal

Select Cash.

Code

Select code BNP.


Name

I h



© Sage 2006 45

Input the name «Banque Nationale de Paris».

Cost breakdown

Leave the No option checked to prevent cost breakdown of this journal.

Then click Next. Another specific cash journal window opens.




46 © Sage 2006


Cash account

Record account 51231000 in this dropdown list field.

Type of account Leave the For end of month centralisation option box checked, so that a global payment line is generated

for all entries for the month.

Type of reconciliation

Check the Contra account option.

Refer to the section on Modification of a general account for further information concerning the dropdown

list fields.

Click Next.

The window which opens is used to define numbering for documents recorded in the journal.




© Sage 2006 47


Journal numbering

Keep the default option proposed so that this journal has its own automatically generated numbering.

ValidationCheck the To validate journal code and quit wizard option unless you wish to create other journals.

Click End to create the journal.

Press CTRL + F5 to close all windows.

Definition of banks

To enable certain functions to supply bank-related parameters automatically, the information concerning the

banks must be completed.

Start this function:

either by selecting the Structure/Banks command,


or by clicking the General accounting toolbar Banks button.



48 © Sage 2006

y g g

The two banks we added in the previous exercise appear in this list, in addition to the existing banks

resulting from creation of the accounting file.

Open the Société Générale bank:

either by double-clicking its line,

or by selecting its line by a single click, then pressing CTRL + M,

or by clicking the Browse toolbar See/Modify button.

The bank record is opened.


The Identification pane is displayed: complete this pane with a real or fictitious address.



© Sage 2006 49

The Contacts pane is used to record contacts in this bank, and associated communication details.

Click the Ac ID tab to open the corresponding pane.

The abstract must be informed on creation of the ac ID.

To complete the fictitious account number assigned on creation of the bank account, click its line in the list

at the top of the window, and complete the Abstract , Bank code, Branch code, Account number and Key

fields with the following values:

Abstract: SG001,

Bank code: 30003,

Branch code: 00010,

Account No.: 0123456789

Key: 70

If you do not have an account with this bank, leave the proposed values unchanged, but record the journal

code. This will be used in a subsequent lesson.


Identify the Journal field bottom left, and select the code for the journal you have created (SG «Société

Générale») in this dropdown list field.



50 © Sage 2006

If you select an incorrect journal code, proceed as follows to correct your error:

- select the errored content in the field;

- delete by pressing the BS key;

- recommence your selection.

Validate (ENTER key) to save your modifications.

You can record other accounts in this same bank, inputting corresponding information in the fields

mentioned above, then validating.

Close the window by pressing CTRL + F4.

Proceed in the same way for the «Banque Nationale de Paris», which you have also created, and to which

you have assigned the «BNP Banque Nationale de Paris» journal.

If you do not have an account with this bank, you can define the following fictitious account:

Abstract: BNP01,

Bank code: 30004,

Branch code: 00743,

Account No.: 00000000100

Key: 55

Close the bank windows by pressing CTRL + F5.


Lesson 4 – Creation of customer and supplier S/P accounts



© Sage 2006 51

Purpose This lesson shows you how to create customer and supplier S/P accounts. Other S/P accounts (employees,

etc.) are created in the same way.


1 . Creation and definition of customer records where your accounting file contains no accounts of this

type.

2 . Deletion of superfluous data among those recorded by default in your file.

The procedure for creating a supplier record is similar to that for a customer record, and is addressed in a

subsequent lesson.

Tips Open the S/P acc management toolbar as indicated at the beginning of Lesson 3 – Creation of accounting

items in this chapter.

You can position this toolbar alongside the General accounting toolbar. Both will be used in the following

lessons.

Introduction You created part of your accounting base in the preceding lessons. You are now going to create your S/P

accounts (customers, suppliers, employees and other). A customer record will be created. The procedure is

exactly the same for the other types of S/P account.

If you quit the program at the beginning of the preceding lesson, reactivate following the procedure

indicated at the beginning of Lesson 3 – Creation of accounting items.


Creation of a customer record



52 © Sage 2006

Open the list of customers. You can do this in three ways:

The list which opens is theoretically empty.

Select one of the following methods to create a customer record when the list of customers is open:

Click the Browse toolbar Create item (or Add) button.

Press CTRL + J.

Select the Add a new item (to the pop-up menu) command.

Start the Print/Add command.

Click the S/P acc management toolbar Create customer button. It is not necessary to open the

list of customers for this method.

Click the S/P acc management and monitoring vertical bar Create customer

button. It is not necessary to open the list of customers for this method.

Menu bar Structure/S/P chart of accounts

command

S/P acc management toolbar S/P chart of accounts button

S/P acc management and monitoring

vertical bar

S/P chart of accounts button


Customer record identification pane

Create your first customer based on the example below Press the TAB key to go from one field to the next



© Sage 2006 53

Create your first customer based on the example below. Press the TAB key to go from one field to the next.

Press the SHIFT + TAB keys to return from a field to the previous field.

We only detail those panes which are immediately relevant for input operations in this manual. Others can

be completed using information given in the Reference Manual as a guide.

The first Identification pane is used to record S/P account identification data. An example of a customer

record is given below.

Record values for one of your customer accounts in the following fields:

Account No.: number or reference which you will assign to your customer by default. The program

proposes manual numbering ( File/About.../Options/S/P account type option). This field can no

longer be modified when the account has been recorded: if you have made a mistake, you must

delete the account (provided it has not been activated) and input it again. This account number is

unique.


Type: dropdown list field used to select the type of S/P account in course of input (customer,

supplier, employee or other). This field dims and cannot be modified when the account has been

recorded



54 © Sage 2006

recorded.

Quality : name of S/P account.

Classification: field used to classify the list of S/P accounts, taking the first 17 characters of thename by default (this number can be modified).

Attached controlling account : dropdown list field in which the controlling account corresponding

to the type of S/P account in course of input is chosen. A new account can be created by inputting

its number in this field: a confirmation message asks you to validate this creation.

Title: input the title of the individual (Mr, Mrs, etc.) or the form of the company (SA, SARL, PLC,

etc.).

Contact : name of your main contact in the company concerned.

Address, Complement, PC (post code), Town, Region, Country: fields used to record S/P account

address details.

Siret No., NAF (or APE code), Identifier No.: the titles of these fields represent the data which

they must contain. The program checks the validity of the Siret number (you can ignore the alert

message).

Telecommunication: set of fields used to input information for contacting the registered address of

the S/P account.

Then click each tab to input complementary information which will be used in your future processing

operations.

Customer record contact pane

This window is used to record your contacts with the customer.




© Sage 2006 55

Inform all the fields concerning a contact, going fromone to the next using the TAB key.

Save the contact by pressing the ENTER key when you have completed your input. The recapitulatory table

updates and integrates the new record.

S/P account record Complement pain

This pane is essential for recording transactions posted to the account during input. This is the case in

particular for payment terms.




56 © Sage 2006

Fields with particular characteristics are as follows:

Currency

This field is used to input the S/P account currency in the case of an export customer. If the S/P accountuses the same currency as yours, leave the value None.

Payment terms

This set of fields is used to define payment terms authorised for the customer. Input the following values in

the successive fields:

Balance: leave the default value proposed.

Number of days: input 30.

Payment terms: select Month end. Payment day: ( Date field) leave empty.

Means of payment: select Cheque.

Press ENTER to validate the values input.

This information tells the program that the customer mustmake its payments by cheque at 30 days end of

invoice month, and that each invoice must be settled by a single payment.


Customer record bank pane

This pane is used to enter the customer’s banks.



© Sage 2006 57

p

Bank address

Enter the bank address details for your customer and press ENTER.

Local

The Local option tells the program the bank code structure to be adopted for French banks. If you make a

mistake when entering bank account ID data, the program will display a message.

Customer record Solvency pane

The Solvency pane gives access to two sub-panes:

The Solvency sub-pane is used to define outstanding management for each customer, assigning a

risk code and outstanding ceiling, and to interrogate the instantaneous accounting data of the S/P

account.


The Supervision sub-pane summarises the financial position of the company and its payment

practices.



58 © Sage 2006

The second sub-pane is linked to the supervision function which can be obtained via Internet. Refer to theCommon Manual for further details concerning the possibilities provided by this function.

These sub-panes are informed, in the first case on input to this account, and in the second following

subscription to the financial supervision service for partner companies.

The following illustrations are taken from the Bijou test set.

Customer record Solvency sub-pane

The particularities of the window fields are as follows:

Maximum authorised outstanding

Input customer supervision instructions in this field.


Entitlement information fields

These fields are informed automatically by the program according to account input.



© Sage 2006 59

The examples given above and below show youwhat you will obtain after inputting transactions on the

account, or interrogation of the supervisory entity.

S/P record Supervision sub-pane

These fields are informed automatically when you interrogate the company supervision Internet site.

This information is updated by clicking the Financial supervision update button.

Obviously, you must first take out a subscription enabling you to access the information provided by this

service. This button is then active.


Customer record Free field pane

This pane is sub-divided into three sub-panes. These are used to record various information, such as the files

t i i d t i th t d t hi h b d f l l ti d t i



60 © Sage 2006

containing data concerning the customer, data which can be used for calculations or documents concerning

the customer (contracts, images, etc.).

The appearance of one of these sub-panes requires prior inclusion of "Free information" in the company

options.

Refer to the Common Manual for further information concerning these panes.

The S/P account statistical fields are recorded in the company options.

The input field is used to assign corresponding values.

Refer to the Common Manual for further information concerning the other sub-panes.


Customer record Transaction totals pane

The information appearing in this pane cannot be input, and is the result of transactions recorded for the

account



© Sage 2006 61

account.

The following illustrations are taken from the Bijou test set.

Currency transactions

Select the display (reporting) currency if the account contains entries expressed in other currencies.

By default, the amounts displayed are always converted into the reporting currency.

Click the close box to close the window, and record any modifications to the customer record.

Proceed in the same way for the list of S/P accounts.

You can now record other customer, supplier, employee or other accounts if you wish. The principle is the

same.


Deletion of superfluous accounting items

When you retrieved the accounting data, you repatriated all accounts, journal codes and tax rates contained

i fil C MODEL MAE H f h i b f i Thi i h



62 © Sage 2006

in file C_MODEL.MAE. However, some of these items may be of no interest to you. This is why you may

be obliged to delete a number of accounting items, such as certain tax rates, journal codes concerning banks

with which you do not deal, or accounts not used in your accounting system. You cannot delete any item which has been activated by an input.

Open the list from which you wish to delete items. We will take the example of the journal codes. Open the

list following the procedure described above.

Refer to the section on Creation of journals for further information.

Select the «Banque Monnaie locale - 3» journal by clicking the corresponding line.

To delete this item:

Press CTRL + U or

Click the Browse toolbar Delete button or

Open the pop-up menu (click right on the list) and select the Delete selected items command or

Start the Print/Delete command.

If a confirmation message is displayed, reply Yes.


Having completed all deletions you require, press ESC to close the list of journals.

Use the ESC key with caution. This closes the current window, with or without saving modifications,

according to the function employed.



© Sage 2006 63

g p y

Proceed in the same way for all data which you do not require to avoid occupying space in your accounting

file unnecessarily.

That completes this lesson. Close all the window still open on the screen.




64 © Sage 2006

Chapter 3 – Routine management


This chapter deals with the following:



© Sage 2006 65

This chapter deals with the following:

«Lesson 1 – Inputting an invoice», page 66

«Lesson 2 – Input by document», page 80

«Lesson 3 – Inputting an invoice payment», page 85

«Lesson 4 – Interrogation and matching of accounts», page 93

«Lesson 5 – Customising your accounting documents», page 108

«Lesson 6 – Customer reminder», page 118

«Lesson 7 – Standard accounting statements», page 122

«Lesson 8 – S/P account statements», page 128


Lesson 1 – Inputting an invoice

P Thi l d ib th dif t th d f i tti i i ti l i d l



66 © Sage 2006

Purpose This lesson describes the diferent methods of inputting invoices: conventional or using a model.

This lesson concerns conventional input of accounting entries: display of the list of journals, opening a journal and input whether using an input model or not.

The next lesson will introduce another input possibility: direct access to document input.

You will therefore be able to choose the method which you find most convenient.


1 . Conventional input of an invoice by recording the invoice lines one by one.2 . Automated input of an invoice using an input model.

Tips When informing the various program windows, it is preferable to shift the cursor from one field to another

in the following way:

use the TAB key to go from one field to the next,

use the SHIFT + TAB key combination to go back to the previous field.

This procedure ensures that all automatic functions which may be linked to the input fields are executed.

If you make an incorrect selection in a dropdown list field, erase the incorrect value by pressing the BS key

and recommence your selection. This method only modifies the selection, and does not delete the corrected

value.

An S/P account can be created at the time of document input, placing a question mark (?) in the S/P account

code input field, then pressing TAB. A new S/P account record opens, in place of the selection window, for you to inform.

Introduction This new lesson on the Sage Accounting program will enable you to experiment with document and invoice

input using different methods.


If you quit the program at the end of the previous lesson, restart as indicated at the beginning of «Lesson 3

– Creation of accounting data», page 32.



© Sage 2006 67

Accounting entry conventional input (sales invoice)

The Input journal function of the Processing menu is used to input entries.

Open the list of journals

This list can be opened in different ways:

In the window which opens, you will see that the program has generated as many journals as journal codes

have been created each month for the current operating period.

It is therefore advisable to delete unused journal codes. Any creation of journal codes, even during the

operating period, leads to the creation of as many journalsin the list as there are months .

Menu bar Processing/Input journals command

General accounting toolbar Input journals button

Entry input vertical bar Input journals button




68 © Sage 2006

The Position column is empty before any input is made. In the case of operations on journals, this columndisplays the information described below in the form of icons.

Opening the entry input window

Open the Mars06 - Ventes marchandises journal :

either by double-clicking the line,

or by selecting the line and pressing CTRL + M,

or by selecting the line and clicking the Browse toolbar See/Modify button.




© Sage 2006 69

Entries are input in the input band above the column titles.

You can adjust the dimensions of the window. Refer to the Common Manual.

Customising the journal input window

The Tax code and Document reference columns must be called up if they do not appear in the input screen.

Use one of the following methods:

activate the Window/Customise list command,

or open the pop-up menu and select the Customise list command.

A definition window opens.




70 © Sage 2006

Proceed as follows to add these two new columns:

1 . Click the title of the Document reference column in the left list.

2 . Click the Add button.

3 . Repeat the procedure for the Tax code column.

4 . Click OK.

The two columns now appear in the journal input window.

Refer to the Common Manual for further information concerning list customisation.

Recording a sales invoice

Record the following invoice: your customer COURA has purchased goods subject to VAT at 19.6% for an

amount of € 252 ex. tax. Customary payment terms are applied.

Input is in three steps:

1 . input of the ex. tax line,2 . input of the VAT line,

3 . input of the inc. tax line.

Refer to the Tips section at the beginning of this lesson concerning cursor movement from field to field.


Ex. tax line

input

First input the ex. tax line, informing the following fields in the input band:

Day: give the invoice date, for example: 1.



© Sage 2006 71

Document No.: the last number used + 1 is proposed automatically. Leave the value prposed.

Document reference: give the reference of your supplier, for example: VT404.

General account No.: select the account for goods sales at 19.6 % VAT (account 70101900). You

can call the list of existing accounts in different ways:

enter the account number,

press F4, or

enter account root 701 and press TAB,

then select the account in the selection window displayed, before validating or clicking OK.

The List sorted by dropdown list field is used to indicate classification order number or thecontent of the account record Classification field (title in the majority of cases).

S/P account No.: not used.

Tax code: put V19 if this is not indicated.

Name: give the name, for example Fact. FCA0156.

Maturity and Journal position: not used.

Amount ex. tax: note that the cursor is positioned in the Credit column. Enter the ex. tax amount,

for example 252.


Validate by pressing ENTER.

VAT line Note that the VAT line corresponding to the 19.6% rate has been generated automatically. This automatic

f i l f bi i f h f ll i f



72 © Sage 2006

function results from combination of the following factors:

Tax code V19 references a general account (44571190) and rate (19.6%).

This tax code has a group code (V19), used to generate one or more VAT lines in cascade on the

same ex. tax line.

Entering the Inc.

tax line

Then enter the Inc. tax line informing the following fields:

Day: keep the day proposed.

Document No.: keep the number given.

Document reference: keep the reference given.

General account No.: put nothing in this field. Press the TAB key to move the cursor to the next

field. This account is copied automatically after selection of the S/P account.

S/P account No.: select customer Courage & Fils. You can call the list of existing S/P accounts in

different ways: type the S/P account code: COURA,

press key F4 or

enter the first characters of the code: for example, C or CO and press the TAB key, then select

the account in the selection window displayed and validate or click OK.

You can detail your selection more precisely using the dropdown list fields on the bottom edge of

the window.

VAT code: not used.

Description: keep the same description.

Maturity: the maturity date is calculated automatically according to the payment terms defined for

the S/P account.

Journal position: not used.

Amount inc. tax: the document balance is transferred automatically to the Debit field.


Validate the input line by pressing ENTER.

You then obtain a window similar to that shown below.



© Sage 2006 73

Click the Close box to close the sales journal window.

Note that two icons appear in the Position column of the list of journals opposite the sales journal for March06 :

The journal is open, which means that it contains entries. It is not closed.

The journal has not been printed.

Leave the list of journals open.

Input model help input

All input models were copied on creation of the company.


We will now add a new accounting entry section using an input model. Open the «ACH Achats» journal for

March 06.



74 © Sage 2006

Use the dropdown list Entry model to select one of them.

The list of models created is displayed. This list only contains Purchase type models.

As we shall see below, a type is associated with each input model created, as for the journal codes. In this

way, only input models of the same type are proposed from a journal (raw material purchase invoice in the

purchase journal, product sales invoice in the sales journal, etc.).

Click the «Facture Achats matières 19.6%» input model line to select.

Then click OK or validate.

The appearance of the journal window changes.




© Sage 2006 75

The input field above the column title is transformed. These input lines are those recorded in the input

model.

Remember that the following comments correspond to the example used as a basis for your training. If you

have created your definitive accounting file, it is advisable to record an actual purchase invoice following the

recommendations given.

When you use input models, we strongly recommend that you should not move the cursor with the

mouse, but use the TAB key to go from one field to the next, or the SHIFT + TAB keys together to

return to the previous field. If you use the mouse, the preprogrammed automatic functions cannot

be executed. You thus lose all the benefit which these functions can provide.

The program positions the cursor automatically in the following fields in succession:

Day: you do not need to enter the month and year as the journal period serves this purpose. Simply

enter the day: 3.

Then press TAB. The cursor moves automatically to the next input field (the next column isignored).

Document No.: this field is informed automatically according to journal code definition and

information contained in the input model. Leave the value proposed.

General account No.: the cursor does not position in the general account input field as this has

already been defined in the input model.


Name: the input model gives the beginning of the description: "Facture n°". You only have to

complete this description. The description is then repeated for the following lines. Input 4040 after

the text already present in the field.

Debit/Credit : the cursor shifts according to the input model parameters, either to the debit or credit

column



76 © Sage 2006

column.

Enter value 222 in the Debit column, corresponding to the expense line.

Press TAB. The VAT rate is calculated automatically.

The cursor is now in the input field for transport cost general account 624: in our example, this

invoice does not include any transport cost, so input nothing in the account input field or Debit

column, and press TAB twice to go to the next field.

S/P account No.: the procedure for supplier accounts is strictly the same as for customer accounts.

See the explanations given for the sales invoice above. The list of S/P accounts opens on the screen.

This list is empty as no supplier has been created.

We will now create a supplier (example: JASER).

Creation of a supplier on document entry

Click the New button. The creation window under the Creation of S/P accounts title appears. The only

difference is that the type of S/P account proposed in this case is Supplier.

Record the supplier account number. Base your input on the following illustration.




© Sage 2006 77

After inputting this information, complete the other panes concerning the S/P account, including payment

terms in the Complement pane in particular.

The program checks that the SIRET number is valid. A non-blocking error message appears if this number is incorrect.




78 © Sage 2006

Input or select payment terms in the fields at the bottom of the screen and press ENTER.

Then click the S/P account record Close box.

Continuing input of the purchase document

You return to document input, and the supplier account is recorded automatically in the S/P account No.

field.

Press TAB. The general account associated with the S/P account is displayed automatically, and the

description of the S/P account appears at the top of the window.

Debit/Credit (S/P account line): it is not necessary to record the inc. tax amount for the document,

as the input model records the contra for the inputs or calculations made in the preceding lines

automatically.

Input of all values is now completed. You can now press ENTER to validate the document.




© Sage 2006 79

Note that the program transfers the document lines to the journal.

The line which has not been informed (transport account) has not been transferred to the journal.

Press ESC to close all windows still open and close the input model, and press CTRL + F4 a number of

times if necessary.




Using the Input by document function

You can Common Manual this function in one of three ways:

Menu bar Processing/Input by document/Add

document command



© Sage 2006 81

A direct input window opens.

This window is used to input or interrogate or modify documents. You will use it to input a new purchase

invoice concerning supplier JASER.

Input is in two stages, general information first followed by accounts and amounts.

document command

Vertical bar, Entry input pane Add document button

General accounting toolbar Add voucher button


General information input

Input currency

Leave the default currency unchanged.

Journal



82 © Sage 2006

This list only proposes journal codes without indicating a month. Select the ACH Achats journal.

Date

Enter the date: 180306.

In contrast to what we have seen already for the input methods described in the previous lesson,

you must select a complete date in this case.

You can input the date via the keyboard or select it by using the calendar opened with the button associated

with this field.

Refer to the Common Manual for further information concerning the calendar.

Document No.

Leave the default value proposed.

Document ref.

Record the number of your choice, for example: FA0312.

Comment

Record the number of the supplier invoice, using the prerecorded descriptions.

Click the Call description button at the top of the window. The window opens for selection of the

appropriate description.




© Sage 2006 83

Click the Facture description and OK.

This function is also available for conventional document input.The descriptions are recorded in the function with the same name in the Structure menu. You can create as

many descriptions as you wish, associating a combination of keys for calling them directly from the

keyboard.

The "Facture" description has been inserted in the field of the same name. You can complete the description

by adding an invoice number, for example 4054.

You must validate (press ENTER) at this stage, to save the general information for the document and allow

input of values.

Document line input

Validation of the general information has activated the account and amount input fields. Some of these

values can still be modified, apart from the journal code.

When you select Currency instead of Euro, two additional columns appear for input of amounts in foreign

currency.

Lines are input as for conventional documents. Record the following values.

Remember to press TAB to go from one field to the next. Columns not mentioned below should be left

empty.

First line:




Lesson 3 – Inputting an invoice payment

Purpose This lesson shows you how to record payment of a supplier invoice, and partial payment of the customer

invoice input in the previous lesson.



© Sage 2006 85


1 . Opening a journal without using the list.

2 . Line-by-line input of entries in a cash contra journal.

3 . Global end of month input of entries in a cash contra journal.

Tips Cash journals can be defined for automatic line-by-line contra entries, as you will see during this lesson, or

for a global contra entry for the period.

Each method has its own advantages. You will decide for yourself by testing each method, keeping the one

which best matches your requirements and working practices.

Introduction In this lesson, you will see how to process a customer order. We shall use data input during previous lessons

for illustration purposes.



Payment of a supplier invoice – Input in a line-by-line cash contra journal

We will assume that we have moved forward 45 days in time.

You will use a bank journal which you have already created to work the following example.


For further information, refer to Lesson 3 – Creation of accounting items in Chapter 2 – Definition of the company.

Opening a cash journal



86 © Sage 2006

You can open the «SG Société Générale» journal for April 2005, as we saw in Lesson 1 of this chapter.

You can also use a more direct method which does not require preliminary opening of the list of journals:

A window appears for selection of the required journal.

Select journal code SG and period avr. 06.

To select a journal code, you must first clear the code proposed by pressing the BS key and selecting the

required code using the dropdown list button.

In contrast, a period can be selected without having to delete the value proposed.

This difference is due to the fact that the first field is a printable dropdown list field, and the second cannot

be printed. These points are addressed in detail in the Common Manual.

Then click OK or validate. The input journal opens on the screen.

General accounting toolbar Entry input button

Entry input vertical bar Entry input button



88 © Sage 2006

The symbol in the Type column is associated with an S/P account type:

identifies a customer,

identifies a supplier.

Select the line for supplier JASER, clicking the line and then the OK button, or validate. The

supplier code appears in the column, together with the associated general account number.

Entry description: input, for example: Règlement Facture 4040.

Maturity: skip this column.

Journal position: this column is not accessible.

Debit : enter the payment amount, for example 265.51.

Press ENTER to validate the line input.

Recording the contra line

The program waits for input of the contra line to balance the journal. This contra line is also referred to as

the cash line, as it involves allocating the payment to a cash account.

The program proposes an entry in the account associated with the cash journal, account 51230000, for this

purpose.

This procedure is the result of definition on creation of the journal.

For further information, refer to «Lesson 3 – Creation of accounting data», page 32.


Press the TAB key until the selection reaches the Entry description field to display the contra amount. This

amount then appears in the Credit column.

You can validate the line by pressing ENTER. The journal is balanced.



© Sage 2006 89

Click the Close box to close this journal.

Customer invoice payment – Global end of month input in a cash contra journal

Open the BNP journal for «mars 06», as demonstrated in the previous lesson.




90 © Sage 2006

Payment entry input

If you use your own accounting file, record an actual payment based on the example shown below.

Enter the invoice payment in the following fields. Remember to use the TAB key to go from one field to the

next.

Day: give the payment date: 30.

Document No.: leave the number 1 displayed. This is the invoice number.

General account No.: skip this column and record the S/P account number directly.

S/P account No.: give the first letter of the name of your customer, C in our example, and press the

TAB key. The S/P account selection window appears.

Select the line for customer COURA, clicking the line and then OK, or validate. The customer codeappears in the column with the associated general account number.

Entry description: enter, for example: «Règl. Client Fact. FCA0156».

Maturity: skip this column.

Journal position: this column cannot be accessed.


Credit : note that the program places the cursor automatically in this field as a customer is

concerned. Enter the payment amount, for example 150.00.

We suggest you enter an amount less than that of the invoice so that we can demonstrate how to print a

reminder letter in a subsequent lesson.

Press the ENTER key to validate the line input.



© Sage 2006 91

Generation of the contra line

In contrast to what occurred for the line-by-line contra journal, the program does not wait for input of the

contra line to balance the journal, but enters a contra line automatically on the last day of the month. This

is the "March 05 monthly centralisation" line in the present case.

This unique line totals the contra for all entries recorded in the journal in the account associated with the

cash journal, account 51231000.

This procedure is the result of definition on creation of the journal.

For further information, refer to «Lesson 3 – Creation of accounting data», page 32.


Click the Close box to close this journal and the list of journals if this is open.



92 © Sage 2006




Introduction Recording of purchase and sales entries is one thing. Recording of corresponding payments is another. The

functions which we shall look at in this lesson are used to reconcile the two types of transaction to ensure

they correspond. This reconciliation is obtained by matching the entries, achieved in turn by interrogating

the accounts.




94 © Sage 2006


Interrogating a supplier account

Open the ACH Achats journal for «Mars 06». Various methods of doing this were demonstrated at the

beginning of Lessons 1 and 2 of this chapter.

Refer to these lessons «Lesson 2 – Input by document», page 80 if necessary.

You will find the following entries:

In this window:


double-click the third line for S/P account JASER, and a credit amount of 265.51,

or click this line to select it, then click the S/P interrogation button.

The S/P interrogation window appears.



© Sage 2006 95

If no entry appears, check that the Selection of entries dropdown list field on the bottom edge of the window

does not display Matched entries. If this is the case, modify the name selecting All entries or Unmatched

entries.

An S/P account can also be interrogated by the Processing/S/P interrogation function.

Manual matching

Although the program proposes numerous functions for automatic matching of entries, you may need to

match certain input lines manually from time to time. The following exercise shows you how to do this.

Note that the program proposes a capital letter as matching index.

The first line must already be selected. Leave it as is. Press a CTRL key and click the third line (having the

same document number: 2). The two lines should now be selected.

Refer to the Common Manual for further information concerning selection in lists.

Then click the Match/check button.




Input or select 4010000 in the field under Account and press ENTER to validate.

Select All entries or Matched entries in the dropdown list field on the bottom edge of the window to

display the entries.



© Sage 2006 97

Replace the letter B proposed as the next matching index by A in the field at the top of the window.

Click the Browse toolbar Delete button.

A confirmation message appears.

Click Yes.

You can also use the Cancel matching/checking button to execute this operation on a number of matching

codes.


Refer to the Reference Manual for further information.

Automatic amount matching

Opening the list of journals



98 © Sage 2006

Open the list of journals as demonstrated above.

Refer to «Lesson 1 – Inputting an invoice», page 66 for further information.

Open the «ACH Achats» journal for «Mars 06», and mark the line for supplier JASER having document

number 2.

Click the line found to select it.

Opening the S/P account interrogation window

Open the S/P interrogation window as demonstrated above.


For further information on opening this window, refer to the section on «Interrogating a supplier account», page 94 .

The S/P interrogation window opens.

The entries posted to this S/P account are displayed.



© Sage 2006 99

Before matching, adjust the width of the columns in this window where necessary using the mouse.

Refer to the Common Manual for further information concerning the use of windows.

Activating automatic matching

The program offers you a choice of three automatic matching methods, either by amount, document number

or document reference. To start with, we will execute a matching operation by amount.

Automatic matching must be authorised for the account concerned. This is defined via Structure/Chart of

accounts.

Check that automatic matching is authorised for S/P account JASER.

Activate the go to function :

either by clicking the Browse toolbar Go to button,

or by selecting the Edit /Go to command,




Having returned to the S/P account interrogation window, click the Automatic matching button.

The Automatic matching window is displayed.



© Sage 2006 101

Do not modify the default values proposed. We shall use these values for matching, and in particular for

matching by Amount.

The account proposed is the one you were interrogating. This can be modified if necessary, but that is not

the case here.

The date band for transactions to be matched covers the operating period currently open by default. Keep

these dates so as to match the entries recorded during this year.

Matching power determines the maximum number of lines which the program will look for to associate and

match . The proposed value is One: the program will search for a maximum of three contra entries for each

transaction.

Use the dropdown list field to select the power Three if one of the S/P accounts has more than three entries

to be reconciled. This power makes it possible to match up to nine entry lines with each other.

The Quick matching of balanced accounts check box is used to request matching of the account by thesame letter when balanced. Do no change the proposed default value.

Do not modify the last Activate matching adjustment option either. In the case of a difference on

reconciliation of invoices, credit notes, downpayments and payments, this function is used to generate

balancing entries according to values defined in the File/About… command.

Then validate or click OK to activate the operation.


Where there are a large number of entries, the program displays an information screen indicating the state

of progress with the work, and the interrogation window then reappears.

The entries present in the window have disappeared. You must request display of the matched entries to see

them again. Select All entries or Matched entries in the Entry selection dropdown list field on the bottom

edge of the window for this purpose.



102 © Sage 2006

Capital letters are used for matching in all cases.

Check that the amounts balance.

Printing an SP account statement

Print a statement for supplier JASER.

Click the Print statement button. A definition window opens.




© Sage 2006 103

Take care to modify the content of the Matching field to All entries.

Statements are printed from a document model. Various types of model are proposed, and you can adapt

these to meet your particular needs.

Validate or click OK. A window opens for selection of a printout model.

The statement models are in the EXTRAITS folder (or directory) located in the DOCUMENTS STANDARDS

folder.

The Installation Manual will tell you where these folders are located on your hard disk, according to the

operating system version you are using.




104 © Sage 2006

Select the model with the name «EXTRAIT TIERS BASE.BMA» and click the Open button or validate.

The printout window opens.

The appearance of this window depends on the printer you are using.

Print preview

All Sage program printout functions make it possible to interrogate the document printed on the screen,

before or in place of hard copy printout.

Click Print preview to check this option. Decheck the Print cover page option if this box is checked.

This last option prints a page in which the selection criteria are recapitulated.

Click OK.

Click the page to enlarge. The pointer takes the form of a magnifier.

Browse with the scroll bars. Click the page again to return to initial display size.




You must first indicate the processing operation you wish to execute.

Click the Select processing button. A definition window opens.



106 © Sage 2006

Select Amount pre-matching in the Type dropdown list field, and click OK or validate.

Now click the Automatic matching button. The Automatic matching window opens.

Click the Type dropdown list field to select Invoice No.

Validate or click OK to activate matching.




© Sage 2006 107

Note that entries having the same document number are now matching, but with a lower case letter as their

amounts are not balanced.

Click the Close box of all windows still open on the screen.


Lesson 5 – Customising your accounting documents

Purpose This lesson shows you how to customise your document printout models. The layout functions are used for

this purpose.




108 © Sage 2006

1 . Retrieval of an existing reminder letter model to adapt this model to meet your specific

requirements.

2 . Insertion of a variable field.

3 . Modification of the position of a field and character fonts.

4 . Creation of a date type format.

5 . Insertion and positioning of a text field.

Tip Customise all your documents: statements, reminder letters, accounting reports (day book, ledger, trial

balance, etc.).

The number of layout models is not limited.

If you use headed paper, the layout function enables you to adapt your documents to your letterhead.

Introduction If you quit the program at the end of the previous lesson, restart as indicated at the beginning of «Lesson 3


Activating the layout program

If the standard report models supplied in the Sage Accounting program do not meet your requirements in

full, you can customise these models as necessary.


As an example, we are going to see how to customise your company letterhead in a reminder letter model.

Activate the File/Layout command.

You can also activate this function by clicking the Standard toolbar Layout button.

The layout program window appears.

Activate the File/Open command in this new window.



© Sage 2006 109

Select the REMINDER.BMA model and click the Open button.

This model is in the PAY REMIND folder (or directory) located in the STANDARDS DOCUMENTS

folder.

Remember that the Common Manual tells you where the documents are located according to the operating

system you are using.




110 © Sage 2006

To keep your standard model, you should save this model immediately under another name.

Use the File/Save as command and give a new name of your choice, such as: Reminderl2.bma.

It is best to work exclusively on copies of the original models supplied. These can serve as originals

for all your subsequent adaptations.


Enlarge the window to the maximum, and use the scroll bars to interrogate this document. You will see that

it comprises text, boxes and special fields, comprising rectangles the content of which is underlined. These

rectangles correspond to variable fields, namely fields where the program inserts values taken from the

accounting files on printout.

Select one of these fields at random and click twice on it.

When executing this operation, take care not to shift the field in question as this would distort the layout of the document. If this happens, close the document by pressing CTRL + F4, and reply No to the invitation to

save. Then reopen the document.



© Sage 2006 111

This window is used for definition of the variable fields.

File and Field are used to select the file and field the content of which is to be printed.

The Format list is used to select a printout format.

Close this window by clicking the Cancel button or pressing the ESC key.

As regards the character font, and the size or form of the letters, you merely have to select the field, then

choosing as required in the Characters menu.

Tool palette

This palette is open by default. Select the View/Mask tools or View/Display tools to mask or redisplay the

palette.



© Sage 2006 113

Click OK to validate.

Modifying the position of a field

Complete this exercise by positioning the field in the right place, and recording the printout characters.

Note that the variable field which you have just created is now displayed on the screen in the position where

you drew it.

Note also that small squares are placed at the four corners. These are the "handles" which indicate that thefield has been selected ( consequently all modifications which you make will apply to this field), and are

used to dimension the field.

Select the Selection (arrow) tool in the Outils palette. This is used to shift and dimension layout objects.

If the field you have inserted is entirely black, display the Motifs palette by selecting the «Vue / Afficher les

motifs» command, and click the white box top right of the window displayed.


The appearance of the field is then identical to the other fields. The field can be filled with the required

pattern



114 © Sage 2006

pattern.

With the Print time field still selected, open the «Caratères» menu and select the « Polices…» command.

Choose Arial which is the font used by the program documents, Normal font style (or Standard according

to the operating system version used) and size 9 if these values have not already been proposed.

Click OK to validate.

If this field is not aligned correctly with the date field, click the centre of the field and slide until the left

edge of the box is aligned with that of the field above.

To modify field dimensions, click a handle and slide . It is not essential for the field text to be fully visible.

It is only necessary for the size of the field to be adequate to ensure that the information which it contains

is not truncated, according to the size of the characters used.

Creating a format

Now create a new display format for the date which is just above. You want to print the day, month in full

and year in full. This format does not exist and you are going to create it.

Click twice in the field «Stat. purp. Print date». The field definition window opens.

To create a format, you must first select one which already exists.

Find the format in the list which represents mmmyyy. In program language, this format corresponds to

display of the month in letters and the year in four figures, but not the day which you are going to add.

Click this format and observe that it is copied to a field at the bottom of the screen.

Complete this format so that it appears in the form ddmmmyyy.


Click the Add button to insert this new format in the list, and OK to save.

Adding a text

The last operation you can perform is to add "at" to the left of the field containing the print time.

First select the Text tool in the Tools palette.

Click under "date" with the pointer to insert the text input cursor and type "at"



© Sage 2006 115

Click under date with the pointer, to insert the text input cursor and type at .

No cursor appears when you click the Text tool. However, the characters written on the keyboard are

displayed in the position where you clicked.

You may then have to shift the text you have just input to adjust it to the Print time field.

Select the Arrow tool Tools palette, and proceed exactly as described above for positioning the Print time

field.

It does not matter if the "at" and Print time fields are superimposed.




116 © Sage 2006

You can modify the signatory name in the same way.

The layout tools propose a Calculated objects heading type. These objects are used to input a calculation

mode for management of additional fields in the layout. The additional fields are calculated and then printed.

Activate the File/Record command to save the document you have just modified.


Then click the Close button to the right of the toolbar or press CTRL + F4 to close the document.

This completes our layout example. You can adapt it to other documents as you wish.

Select the command File/Quit or press CTRL + Q to close the layout function.

The Sage Accounting application window reappears at the front of the screen.

Close any windows still open on the screen.



© Sage 2006 117


Lesson 6 – Customer reminder

Purpose This lesson shows you how to print a customer reminder letter.


1 . Activate printout command.

2 S l i d l li d i h h d fi d b i h i l



118 © Sage 2006

2 . Select a printout model supplied with the program, or defined by you in the previous lesson.

Tip Document models are stored in folders (or directories) on the hard disk which depends on the Windows

operating system version used.

You will find the path for accessing these folders in the installation manual supplied with each version of

the program.

Introduction In this lesson, you will send a reminder letter to a customer which is late with its payment.



Printing a reminder letter

Move forward a few weeks in time.

We will assume that you are in the month of May, and that your customer, COURA, has not yet paid the balance of an invoice for which payment is due.


Activate the command for printing the reminder letter:

This command is used to select and print customer reminder letters and statements. It is also used to print

statements for suppliers and other types of S/P account.

Menu bar Processing/Reminder/statement command

S/P acc management toolbar Reminders/statements button



© Sage 2006 119

The Type dropdown list field is used to select the type of report to be printed:

Reminder (proposed by default): with this option you print reminder letters for all unmatched

entries for which payment is overdue.

Statement: this option prints a statement of all entries or accounts selected.

Leave the default values proposed in the selection window, and click OK or validate.

Display of reminder letters

A Display reminders window opens.


This window displays the list of entries for which reminders are required. The invoice on customer COURA

and its partial payment are also displayed



120 © Sage 2006

and its partial payment are also displayed.

Leave the two lines ticked ( ) in the Reminder position column so that the partial payment is taken into

account in the reminder letter and reduces the total amount due.

Click the Print reminders/statements button.

Selecting the document model

The model selection window opens.




© Sage 2006 121

Select the layout model you defined in the previous lesson.

The name of this model is REMINDER2.BMA and will be found in the PAYMENTS REMINDERS folder

(or directory) located in the STANDARD DOCUMENTS folder.

The printout definition window opens.

You can obtain a print preview by checking the corresponding box, or activate hard copy printout.

Close all windows still open.


Lesson 7 – Standard accounting statements

Purpose This lesson shows you how to print the principal periodic accounting documents.




122 © Sage 2006

p e steps o t s esso a e:

1 . Print input day book.

2 . Print journal.

3 . Print trial balance.

4 . Print ledger.

Tip The majority of these statements are grouped in the Stat menu.

Certain statements specific to Process menu commands must be activated directly in the function which

generates them. This is the case with reminder letters which we saw in the previous lesson.

Certain statements can be activated either from the Stat menu or a Process menu function.

This is the case with the day book which we shall print in this lesson.

Introduction The basic accounting documents printed are day books, journals, ledger and trial balance. This lesson will

show you how to obtain these documents.

If you quit the program at the end of the previous lesson, restart as indicated at the beginning of «Lesson 3 – Creation of accounting data», page 32.


Printing an input day book

A day book is a document used to establish a written trace of input for a period in a data journal.

To activate day book printout:

Menus bar Statement/Day book

command

Journal input window Print day book button



© Sage 2006 123

Day books can be printed using a standard model supplied with the application, or from a fully user-

definable model using the layout tool.

Refer to the Common Manual for further information.

A selection window appears.

The default dates proposed cover the complete operating period. The program prints as many pages as there

are journals containing entries.

If you only wish to print certain journals, make the appropriate selections in these fields.

Accounting and tax statement vertical bar Day book button


Click OK to validate the default values proposed. The printout definition window opens.

You can click the Print preview option to display the result to be printed on the screen. For hard copy

printout of the day book, do not select this option. Click OK or validate with the ENTER key.

If you select print preview, scroll the day books using the vertical scroll bar.

Printing a journal



124 © Sage 2006

The journals can be printed from a function reserved for this purpose in the Stat menu.

Select the Stat / Journal command. A tree menu is opened.

Select Journal.

Journals can be printed using a standard model supplied with the application, or from a fully user-definable

model using the layout tool.

Refer to the Common Manual for further information.

The selection definition window appears.

Menus bar Statement/Day book

command

Finan. and tax statements vertical bar Accounting journals button




The following printout options are proposed:

Menu bar Statement/Trial balance command

Accounting and tax state-

ments vertical bar

Trial balance button



126 © Sage 2006

Leave the default values proposed and click OK or validate.

Refer to the Reference Manual for further information.

The printout definition window opens.

Refer to the previous printout operations for information concerning this window.

You can select print preview or obtain hard copy printout as you choose.

Printout is on a single A4 page.


Printing a ledger

After with the journals and trial balance, the third conventional accounting document is the ledger. You can

use the following options to print this document:

Menu bar Statement/Ledger command

Complementary and taxstatements vertical bar

Ledger button



© Sage 2006 127

Keep the default values proposed by the program in this case also. Click OK or validate. The printout

definition window opens. You can select print preview or hard copy printout.

Hard copy printout is on one A4 page.

Close all windows still open.


Lesson 8 – S/P account statements

Purpose This lesson shows you how to print the principal statements concerning S/P accounts.




128 © Sage 2006

1 . Aged trial balance printout.

2 . Maturity statement printout.

3 . S/P account trial balance printout.

Tip All statements considered in this lesson must be activated from the Statement menu.

S/P account statements are grouped in a tree menu for easy access.

Introduction You can print the Ledger or trial balance for S/P accounts in the same way as for the general accounts. This

is particularly advantageous if you use controlling accounts and an auxiliary chart of accounts for S/P

accounts, and not general accounts for each one. This is the definition option proposed in particular in the

Bijou introductory file.



Aged trial balance

This enables you to print a forecast statement of future customer and supplier maturities, broken down by

definable date bands.

Activate the Statement/Aged trial balance command. A simplified selection window opens.




© Sage 2006 129

We will assume that the current date is 31 March 2006, and that you wish to check customer invoices for

which full payment has not yet been made. Input the values summarised in the following table.

The names of the fields to be informed must be sufficiently explicit for you to be able to identify them

subsequently.

Note that the By date of field is used to sort documents according to their entry date or maturity date.

The Period field at the bottom of the window corresponds to periods expressed in numbers of days. By

default, these propose documents having matured 30, 60 and 90 days earlier.

Click OK or validate when these values have been set.

Field Value

Trial balance date 310306

From entry date 010306

To entry date 310306

General account No. from/to Leave empty

Account type Cust

Other fields Leave default values proposed


The printout definition window opens. You can select print preview, following the procedure already

described .

When printout has been completed or the display window closed, the screen is ready for another operation.

Tickler file

The aged trial balance is used in particular to identify customers late with their payments. The maturity

schedule is used to indicate supplier payments to be made in the next few days.



130 © Sage 2006

Activate the Statement/Tickler file command.

A simplified selection window is opened. For practically all commands contained in the Statement menu,

selection is first proposed on a simplified screen, and if you then wish to select in greater detail, in a

selection format offering a wider choice of selection criteria.

Refer to the Common Manual for further information on selection formats.

As before, we will assume that current date is 31 March 2006, and that you wish to identify those supplier invoices to be paid in the near future.




Leave the dates proposed to obtain a statement for the complete operating period, but select Customer in

the S/P type field to check the customer account balance Leave the other fields at the default values



132 © Sage 2006

the S/P type field to check the customer account balance. Leave the other fields at the default values

proposed.

Click OK or validate and execute hard copy printout or display on the screen. You will see the pending

payments immediately.

Chapter 4 – Periodic processing


This chapter covers:

Lesson 1 – Client-accountant communication, page 131,

Lesson 2 – Manual bank reconciliation, page 136,

Lesson 3 – Tax return, page 143,

Lesson 4 – Year-end operations, page 148.



© Sage 2006 133


Lesson 1 – Client-accountant communication

Purpose This lesson shows you how to exchange data with your accountant.


1 . Verification of the settings required for this communication.

2 . Generation of an e-file containing the data.



134 © Sage 2006

Tips You can use the Advanced functions toolbar in this lesson.

Refer to «Lesson 3 – Creation of accounting data», page 32 to display a toolbar.

Click the Close box of a toolbar which you no longer wish to display on the screen.


– Activating the Accounting program», page 16 .

This function enables you to exchange data or other information between two programs. You can send or

receive accounting data to or from program such as Sage Accounting or Ciel Accounting.

You can send information to your accountant reasonably quickly. Your accountant can analyse your data

and integrate it in his files, manage your folder more easily and act as your adviser more efficiently, without

waiting for the end of the tax year to analyse your financial position.


Verification of parameter definition

There are two ways of using this function:

E-mail transfer: you and your accountant must each have a modem and an e-mail address.

Messages are sent automatically via Internet.

E-file transfer: these files are generated, but must be transmitted by the user using the techniques

available (file modem transfer program or floppy disk sent by post).

To demonstrate the procedure, we shall not communicate via Internet but merely create an e-file which you

can subsequently delete without difficulty.

Before executing these operations you have accepted the default folder (or directory) proposed on installa



© Sage 2006 135

Before executing these operations, you have accepted the default folder (or directory) proposed on installa-

tion of the program, in which the files containing data sent or received will be stored (or you can indicate

another folder of your choice). You cannot access this service unless this has been done. You must recom-

mence installation of the program.

You informed a window concerning your accountant at the time of installation. If this is not the case, input

information in the Accounting sync pane of the company record (File / Concerning your company…

command).

To open the company record, refer to the section on «Informing Concerning your company window», page 30 .

The modifications to be made are as follows:

Transfer direction

Select the Customer -> Accountant.

Type

Select Communication.

Means of communication

Select the E-file option.

Addressee program

Select Sage 30 & 100.

Folder No.

For example, put SAGE8890.




136 © Sage 2006

You can now close the window.

Generating an e-file

When you have informed the Accounting sync pane, you can access the Accounting sync function.

Start this function using one of the following methods:

Menu bar File/Communication command

Advanced functions toolbar Accounting sync button

Periodic processing vertical bar Accounting sync. button



138 © Sage 2006

The modifications to be made in this window are as follows.

Entry type

Select New for this exercise.

Entry date

Leave the operating period dates proposed.

Closing entries sent

You should reply Yes. Entries input in 2006 are then closed. Only journals containing entries will be

closed.

Structural items to be exported

Only check these boxes if you wish to send items such as new customers or supplier accounts which your

contact does not possess in his files.

Transfer of general accounts, S/P accounts or journal codes is only possible if this has been

expressly requested by checking the corresponding boxes. Definition parameters can be set in the

File/About.../Preferences pane Import update field. This has no impact on transfer. Only new items

are created.

Click End to start generation.


The program does not ask you for the name to be assigned to the file or its storage position, as all these ope-

rations are executed automatically. The file generated is stored in folder: C:\Documents and Settings\All

Users\Application Data\SAGE\Communication\Sent.

Refer to the "Installation Manual" for further information regarding the location of these folders accor-ding to the Windows version you are using, and the "Reference Manual" for the name assigned to the file.

Press CTRL + F4 to close all windows still open.



© Sage 2006 139


Lesson 2 – Manual bank reconciliation

Purpose This lesson shows you how to reconcile entries included in bank statements received from your bank at pe-

riodic intervals, with the entries recorded in your accounting file.


1 . Execution of a manual bank reconciliation.



140 © Sage 2006

2 . Verification of bank statement balances.

3 . Printout of the reconciliation statement.

Tips Line 100 includes a function for automatic bank reconciliation.

Introduction You receive statements from your banks at periodic intervals, and you then compare the entries in these sta-

tements with those recorded in your accounting system. The program has a command which you can use to

execute this operation very easily.




Opening the bank reconciliation window

To execute the reconciliation operation, start the function using one of the following methods:

Menu bar Processing/Manual bank reconciliation

command

General accounting

toolbar

Manual bank reconciliation button

Periodic processing

vertical bar

Manual bank reconciliation button



© Sage 2006 141

The columns illustrated above may not be visible on your screen, or on the other hand, some columns may

appear which are not illustrated here.Presentation is user-definable for the majority of list windows.

Refer to the program "Reference Manual" for further information.

The window displayed enables you to select a journal in the Journal code field. This can only be a cash

journal. The list which opens when you click the dropdown list field button proves this, the list being limited

to bank and cash journals. Select the journal for bank SG. Validate to display the entries.

The default entries proposed are those which have not yet been reconciled. This consequently concerns bank

transactions to which no cash documents are attached.


Initial reconciliation

You must now record the bank statement references. Press the TAB key to move the cursor to the Cash vou-

cher field.

Enter the number of the bank document concerned: «Extrait 300405» and validate.

Validation of this document reference input is extremely important. The reference manual will show you that

this enables the program to check whether you have already commenced reconciliation of entries in the

statement concerned, and if so, to enter amounts already reconciled and those awaiting reconciliation.

In our example, we assume that the statement you received only mentions the supplier payment entry posted

to this bank.



142 © Sage 2006

In our example, the journal contains a contra on each line, and reconciliation is made on the contra account.

In this case, it is the S/P cash contra account lines (41100000 and 40100000 respectively) which are

displayed.

Check the list for lines showing the same amounts as the transactions referenced in the statement received

from the bank.

Columns reversed by comparison with the statement columns.

The SG journal (serving as our example in this exercise) has been set for reconciliation on the contra ac-

count. It must therefore be remembered that the entries recorded in your accounting journal and displayed

in this window are reversed by comparison with the documents received from your bank.

This definition is done on creation of the cash journal in the Journal code reconciliation field, and cannot

be modified once entries have been input.

For further information, refer to the section on Creating journals in Lesson 3 of Chapter 2 – Definition of the company.

Date Nature of transaction Debit Credit

Previous balance 0.00

220406 Cheque 25987 265.51

Totals 265.51

Balance 265.51


When you have found a line the amount of which corresponds, click this line with the mouse and

on the Mark button. In our example, select the only line recorded.

Note that the Cash voucher column is then completed with the bank document reference.



© Sage 2006 143

This reconciliation can create a problem: you can fail to find a relation between two equivalent entries. In

this case, check that these two entries have not been summed in the bank journal.

Verification of the bank journal

Start the Entry journals command in the Process menu, and select the SG journal for April 06 by double-clicking its line. The journal appears.


You will see that a "closed" icon is present in the Journal position column. This is not the result of the

reconciliation which has just been performed, but of generation of the e-file in the previous lesson.

You can request display of a column giving the references of the bank statement in the same columns of the

journal. For this purpose:

1 . Click the right mouse button on the journal columns. A pop-up menu opens.



144 © Sage 2006

2 . Click the User-define list command. The customisation window appears.


3 . Click Cash voucher in the left Columns available column.

4 . Click the Add button.



© Sage 2006 145

5 . Click OK. The journal now contains a new column indicating the name of the statement in which

the bank transaction appears.

Press CTRL + F4 to close the journal and the list of journals.

Verification of statement balances

You have now returned to the Bank reconciliation window.

Note that the field located just below the description of the cash document contains some important infor-

mation:

the Bank doc. balance displays the balance for entries the Cash document column of which

corresponds to that input in the Document field of the bank reconciliation screen;

the Reconciliation line gives the debit and credit totals for non-reconciled entries (if you have

followed our example from the beginning, this line should be empty);

the Statement balance line represents the balance of your account, as printed at the bottom of the

statement when all reconciliations have been completed.

Printing the reconciliation statement

The Print reconciliation button is used to start printout of the reconciliation statement. This sta-

tement gives the list of entries not yet reconciled, and those which you have just reconciled.


A definition window opens when you press this button.

The Input date from/to fields are used to select the content of the statement according to entry input date.

Do not give any date so that the program will take all non-reconciled entries into account.

The Entry type dropdown list field is used to select reconciled entries or unreconciled entries. Chnage the

l i i i



146 © Sage 2006

selection to Reconciled entries.

The Vouch from/to fields are used to select the documents to be printed by number. Input nothing.

Click OK to validate the selections and start printout. You can select a print preview.

You can now close the command, clicking the Close button on the right of the title bar or pressing

CTRL + F4.


Lesson 3 – Tax return

Purpose This lesson shows you how to define and print the tax return to be made at periodic intervals.


1 . Preliminary parameter definition.

2 . Input of constants.



© Sage 2006 147

p

3 . Preparatory statement printout.

4 . Update of tax entries.

Tips VAT return heading parameters are stored in the PARAM.BCR file, accessible from the Statement/Tax re-

turn function using the BCR parameters button.

The program provides for pre-recording the type of official (CERFA) form and general accounts used for

reporting VAT entries from the File/About.../Tax pane fields.



Preliminary parameter definition

You must first inform the Tax pane of the company record.

Start the File / Concerning your company command.


For further information on starting this function, refer to the section on «Informing Concerning your company window», page 30.

Open the Tax pane by clicking the corresponding tab.



148 © Sage 2006

VAT general account 44583000 must be created before recording this window.

The parameter definition proposed above corresponds to a request for VAT reimbursement using a form.

This differs from a VAT credit. The amount of VAT to be reimbursed is mentioned in the REMB constant.

Refer to the "Reference Manual" for more information concerning VAT credits.

After recording the information requested, close this window by pressing CTRL + F4, and start the com-

mand for defining and printing this document:

Menu bar Statement/Tax return command

Accounting and tax state-

ments vertical bar

Tax return button




© Sage 2006 149

This window is a simplified selection format. If you open the Statement type field you can see that the pro-

gram can print a preparatory statement or an official (CERFA) form. This requires prior definition so thatinformation relating to your tax office is printed in the statement. Keep to Preparatory stat for this exercise.

Input of constants

Record a constant before starting hard copy printout of this return. We will imagine the existence

of a VAT credit for the previous period. Record this credit by clicking the Input of constants but-

ton or by pressing SHIFT + F4.

An input window appears.


Input a VAT credit, for example for an amount of € 50, on the REMB line. Proceed as follows:



150 © Sage 2006

1 . Click the REMB line to select.

2 . Put 50 in the input field at the bottom of the window.

3 . Press ENTRY to validate.

4 . Click OK to record this value which then appears in the return.

Printout of the preparatory statement

Indicate the period of the year, for example 010306 to 310306, before starting printout, inputting the re-

quired values or selecting via the calendar, in the Entry date from/to fields.

Refer to the "Range Manual" for further information concerning the calendar attached to the date input fields.

Preferably request entry details by clicking the corresponding check box. Click OK or validate. Select hard

copy printout rather than a print preview, so as to be able to execute the following update operation.

Tax entry update

A message appears following printout.This message asks whether you require accounting update of VAT

payment entries, or a VAT credit carry. Click Yes.


If you have not completed the input requested by the File/About.../Tax pane, the message advises you that

update is impossible.

You must then recommence all the operations indicated in this lesson, after updating the information

requested.

Open the OD Opérations diverses journal for March 06 to check that the entries have been made.

Check the presence of all VAT adjustment lines recorded.

Press CTRL + F4 to close all windows still open.




Printing year-end statements

Year-end statements are obtained as follows:

A selection window appears.

Menu bar Statement/Balance sheet/Income statement

command

Finan. and tax state-

ments vertical bar

BS/income statement button



© Sage 2006 153

Now click OK to obtain printout of the document. Define the printout dialogue window as you have learnt

to do.

Close the list of criteria, clicking the Close button to the right of the title bar or pressing CTRL + F4.

Creating a new operating period

This operation must be carried out before closing the previous operating period.

A new operating period can be created manually or with the assistance of a wizard which guides you through

each step of the function.

We propose using the new operating period creation wizard. Check that the Wizard mode function in the

Window menu is ticked ( ).


There are three ways of creating a new operating period:

The first wizard window then opens.

Menu bar Processing/Year-end/New operating

period command

Advanced functions

toolbar

New operating period/OB carry button

Year-end vertical

bar

New operating period/OB carry button



154 © Sage 2006

Processing type selection

Select the Create a new op period and generate opening balances option.

The program informs the end date of the new operating period automatically. The end date proposed cor-

responds to a 12-month year. Leave this unchanged.


Click the Next button to continue the procedure and bring up the next wizard window.

Generation of opening balances



© Sage 2006 155

A dropdown list field is used to select the journal code to which the opening balance entries will be posted.

Click this list and select the OB Opening balance journal if not proposed by default.

The next two fields are used to select the accounts carried forward. Do not make any special selection.





156 © Sage 2006

Validate the default options proposed by clicking the Next button.

Opening balance mode selection options


Accept the default options proposed by clicking the Next button.

Opening balance generation options




Closing a operating period

An operating period must be active for it to be possible to close it. Open the Window menu and select ope-

rating period 2006.

The closing operation is used to close an operating period and archive the information which it contains.

You must close the journals before closing the operating period.

The files archived can always be interrogated, after opening them from the Sage Accounting program.

A previous operating period must only be deleted if:

you no longer need to interrogate the entries which it contains (this is possible however by opening

the archive file);

you no longer need to print statements referencing the previous operating period (year-end balance



© Sage 2006 159

sheet, etc.);

you no longer have space in your file to create a new operating period.

You can always delete an operating period at a later date.

Preliminary closing of journals

You must start journal printout before closing the journals.

You must activate the wizard mode in the Window to close the journals using the wizard.

Refer to the beginning of this lesson for further information concerning activation of the wizard mode.

Closing the journals is the first step in the closing procedure for an operating period. The first objective

when closing the journals is definitive validation of the existing entries.


You can start this function in various ways:

Closing type

selection

There are two types of journal closing:

Partial: the accounting data of entries already validated cannot be modified but new entries can be

Menu bar Processing/Journal closing

command

General accounting toolbar Close journals button

End of year vertical bar Close journals button



160 © Sage 2006

Partial: the accounting data of entries already validated cannot be modified, but new entries can be

made in the journals. For example, matching and cost breakdown can be performed.

Total: the journals cannot be modified.

Check Full for our exercise.


Only total closing can be considered if you then wish to carry out an operating period closing. Make your

choice and click the Next button.

Journal

selection

This wizard window is used to select the journals concerned.



© Sage 2006 161

Click the Select all button to close all the journals.

Select Dec. 06 to select all journals up to the end of the operating period.


Journal printout Click one or other of the options.




162 © Sage 2006

Whatever your choice:

journals not printed previously are now printed systematically;

journals modified after printout are printed again.

Then click the End button.

Closing the operating period

This can be done in various ways:

The Op period closing window opens.

Menu bar Processing/Year end/Operating period clo-

sing command

Advanced functions toolbar Op period closing button


As indicated in the comments in this window, data for a closed operating period can no longer be modified.

However, you can interrogate and print all data for this year.

Click the Cancel button to interrupt this procedure.



164 © Sage 2006

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