Tag: Featured

The Marketplace is constantly growing, with over 200 integrations and more being developed all the time.

Our Consultants have been testing many of these integrations to see how effective they are. For this Tip of the Week we’re sharing 3 of our favourite platforms – Yooz, Velixo and Credit Hound.

(Click any of the screenshots on this page to enlarge the image in a new tab for easier viewing)

We show these platforms in even more detail in the full video, click the button below to access the recording! We’ve also provided timestamps throughout this article, so you can skip to the parts of the video you want to see.

Home Screen > Resources > Marketplace Partners

Within the Marketplace you can:

• Choose from a range of categories such as Inventory Management, eCommerce, Payroll, Tax, Expenses, Timesheets and much more.
• Search for a specific platform.
• Select a product to find out more information.

From the Capture screen within Yooz you can import documents via:

• Drag and drop or select a file
• Import from OneDrive
• Email capture
• Yoozbox

With Yooz you can also scan documents via the mobile app.

On the My Tasks screen you can see details about the documents in the system, such as:

• Completion rate
• Task
• Net amount
• Currency

Select a document to review the details.

On this screen you can see what Yooz has automatically captured and correct any details the system has highlighted for your review.

Once you are happy with the details click Submit to progress the document through the workflow.

The AI technology learns from your corrections for future documents.

The workflows in Yooz determine what process your documents must pass through in the system.

Press the cog ⚙️ to access your settings.

Click Processes & Workflows to view and edit your workflows for the different types of documents you deal with.

Here is an example workflow for Purchase Invoices, this shows the automated process that a PO must complete to get paid. From this screen you can:

• Add an approval step
• Assign approvals to a staff member
• Add checkpoints

To conclude this short demo, let’s look at Yooz as an Approver.

On the My Tasks screen you can see what documents have been assigned to you for approval.

Select a document to review it.

Review any details and action the document by clicking:

• Approve to sign off the document
• Send Back to the sender with a comment
• Forward to someone else for approval

Once all approvals have been completed you can action the payment within Yooz or push it through to Sage Intacct.

To connect Velixo to Sage Intacct:

Microsoft Excel > Blank Workbook > Velixo > Connection Manager > Add

Complete your details in the Connection Manager to start pulling through data from Intacct.

For this example we’re creating an Account Balances report.

To insert the Chart of Accounts:

Velixo NX > Insert Chart of Accounts> Insert

If you have multiple connections ensure the correct one is selected in the drop down before pressing insert.

Next, we want to pull through the account names for all accounts, here is the formula we typed in:

=SI.ACCOUNTNAME(“Sage Intacct”,A8)

• SI stands for Sage Intacct
• Account Name is the kind of data we want to pull through from Intacct
• Sage Intacct is the name we entered when we connected the account
• A8 is the cell which contains the account number we want to find the name for

Hit Enter and use the bottom right corner of the cell to replicate the same formula for the rest of the accounts.

Another example is Closing Balance. This formula finds the closing balance for the account between the selected date range.

=SI.CLOSINGBALANCE ( “Sage Intacct”, , A9, $B$4, $B$5, $B$6)

Velixo also provides all customers with sample files for Financial Statements, Budgeting and Forecasting.

Within Credit Hound navigate to Collection Paths to set up automatic chasing.

Here you can add how many reminders you want, when you want them to be sent, select templates and apply any filters, such as transaction amount.

To edit the email templates click the cog ⚙️ and select Email Templates.

Here you can build and edit email templates for each stage of your collection path. You can use custom fields to pull through personalised data for each customer such as name, invoice and amount.

You can also add a PayThem button to your emails which will take the customer directly to a page where they can make payment online.

To see your task board press Tasks.

This will show you a calendar with any outstanding tasks you have set up.

To view reports press Aged Receivables which will highlight any overdue customer accounts and how many days they are overdue.

Click a Customer Name to find out more.

Once you’ve clicked on an individual customer you can see an overview of all their activity including invoices, payments, debt, contact details, emails that have been sent and you can toggle automatic chasing on/off.

Click their email address to send the customer an email directly from Credit Hound.

This brings up an email editor.

You can write a custom email or select a template from the Template drop down.

Well if your Sage is already configured for electronic payments then it should be as simple as 1,2,3.

This week’s Tip of the Week explains how to set up e-banking so that Sage produces a file to upload supplier payments to your bank.

To do this, the plugin for the relevant bank account needs to be installed for every user who will be making Sage payments.

Any user who tries to make a payment but doesn’t have the relevant plugin will receive an error message like the one to the left.

You will require administration permissions to install the plug in.

The easiest way to install these is to go to the cog in the top right hand menu of Sage 200 and then, Installers > Install eBanking components.

You will be asked to run the installer. A wizard will then appear for you to click through, during this process you may be asked for admin credentials. If you don’t have these then this is something provided by your IT provider.

To check that the components have been installed successfully go to your ‘Bank Account List’ and click to amend one of your accounts, navigate to the E-Banking tab and check that a list is visible next to ‘E-Banking service:’

If the components are listed then proceed to ‘Configure your E-banking service’ otherwise continue with the below troubleshooting.

If there is still no dropdown then you can try installing the specific plugin for your bank. The first step is to close your Sage applications. Then navigate here: https://my.sage.co.uk/public/sage-ebanking/compatible-banks.aspx

Locate your bank account name and click ‘Download plug-in’ next to the relevant account type.

Again you will be asked to run the installer. A wizard will then appear for you to click through, during this process you may be asked for admin credentials. If you don’t have these then this is something provided by your IT provider.

Re-open Sage 200 and navigate to amend your cash book account. Check if the dropdown against the E-Banking tab now contains the name of your bank account.

If your account is still not listed in the dropdown then this is usually because you have insufficient privileges to install the plugin, in which case please refer to your IT provider to check.

Once the components are installed successfully you need to configure your cash book account.

Navigate to the Cash Book > Bank Account List. Highlight the bank account from which these payments are to be made and click ‘Amend Account’.

Go to the E-Banking tab, and next to ‘E-Banking Service’ select your account name.

Next to ‘E-Banking Functions’ select ‘Payments Only’.

Then click ‘File Locations’.

When you run generate payments to E-banking accounts Sage outputs a file which you then use to upload your payments to your bank account.

Within ‘File Locations’ you can set the location that Sage will automatically save this, click ‘Browse’ next to the ‘Directory’ and navigate to a suitable file location.

Your bank will require the upload file to either be a TXT or CSV file. You can find this out from your bank account or from another user who already has this set up. You must identify this against the ‘File extension’, enter either TXT or CSV in this box.

Click ‘OK’ and then ‘Save’ your bank account. You are now ready to generate Sage payments.

It means that if you ever lose the ability to see a column on a list view, a column within a screen or have any other issues in Sage, you can easily set it back to the default settings.

This Tip of the Week will go through exactly what you need to know and how to do it.

To start go to the Tools option (the cog icon) in the top right-hand corner of Sage 200.

From the subsequent drop down menu choose ‘Preferences’.

You can then choose the option to ‘Reset desktop settings’.

This removes any changes made to the desktop, for example, column choices, and resets the desktop back to the Default values.

In these times, you may want to set a new stock item up, to track the sales or usage for the new item,

Issues can arise that when users raise orders, they then select the old item in error, causing discrepancies on stock and confusion when orders are processed.  

To prevent these mistakes from happening, you can set an item to be inactive. Making an item inactive can be a permanent or a temporary thing and doing this will not lose any history of sale, purchase, or movement.

There are times when you are using Sage 200 and you need to run a process, but you cannot find it anywhere.

Thus leaving you frustrated after blindly opening and closing options in order to find the right one. Thankfully on all current versions of Sage 200, you can utilise the Search Menu option.

To search in the Sage 200 menu you need to use the search function that appears at the top of the tree view.

To find the function that is eluding you, click on the Search Menu bar and type in a word or words of what you want to do. For example, we’re looking for Bank Reconciliation.

So in the Search Menu area, type ‘Reconciliation’ – it’s not case sensitive but if you are unsure of the correct spelling, type what you are sure of.

Once typed, press ‘Enter’ or ‘Return’ and it will show the results. When the correct option is found, you can right click on the option and click on ‘Show in menu’ so you know where it will be next time.

You can use the same stock unit for sales and purchases, or additional trade unit measure can be set up to differentiate between sales and purchases.

A base unit measure is needed and works with different measures when buying, selling or storing an item. The base unit establishes a relationship between the other measures used for the stock item and enables quantities to be converted by means of a ratio.

First, you will need to set up your ‘Units of Measure’ in stock maintenance, these will be available to select from the stock code later.

The default ratio is how many EACHS will usually be contained in the unit of measure name.

Next, the product groups must be changed to allow stock items to have units of measure, here you can set the defaults for the product group, however, you can customise these later for individual stock items:

Unit Settings

• The base unit establishes a relationship between the other measures used for the stock item and enables quantities to be converted by means of the ratio, usually recommended to leave as ‘Each’.
• The stock unit is how you usually stock your items. This is the unit of measure that will show in your stock balances and also the default for sales and purchase orders.

Use Multiple Units

• Tick both of the ‘Selling’ boxes if you would like the option to sell stock items in anything other than the stock unit.
• Tick both of the ‘Buying’ boxes if you would like the option to buy stock items in anything other than the stock unit.

Sales and Purchase Units

• Here you can add default units of measure for the product group.

Now you will be able to see these defaults when setting up new stock item codes.

Within the ‘Details tab’ is where you can customise the stock unit (how the item is shown in stock balances and defaults for sales and purchase orders).

* It is important to note that you cannot change this once there has been any usage of this stock item code, you would have to set up a new stock item *

Buying and selling prices both look to the stock unit code and will adjust by the ratio when changing the unit of measure within a purchase or sales order.

This is demonstrated later. However, it is possible to have pricing set differently if you require.

Within the units of measure tab on the stock item code, you can now add or remove any units of measure you would like.

This is where you can view a list of units of measure specific to that stock item.

If you select to ‘Add’ or ‘Edit’, a unit of measure you will see an additional pop up box appears:

Unit name

• This will allow you to choose from the units of measure you prepare din the first step in the stock maintenance menu.

Conversion ratio

• This section enables to change the default ratio if required.

Precision

• If you change the precision it will tell Sage to stop you selling certain fractions of the pack. For example if you will only ever it as a whole pack you can change this to 1. If you are happy to sell/buy this as half a pack you can change if to 0.5.

• You don’t have to change the precision, however is someone enters 0.5 on a sales or purchase order, Sage will allow it.

Once you have configured the stock items you are now ready to use different units of measure on sales and purchase orders.

If the stock item code has units of measure set up you will be able to change it within the sales and purchase orders as demonstrated below.

Make sure to change it in the ‘Selling price unit’ as well as the ‘Selling unit’ this will allow sage to recalculate the price according to the ratio.

In the example a ‘pack of 100’ is 60, therefore a ‘pack of 1000’ is £600.

This works exactly the same in both purchase orders and sales order, providing the product group was selected to allow units of measure for both buying and selling.

To identify this missing purchase invoice, you may notice that an invoice may show as entered against the purchase order but hasn’t hit the supplier account.

You may also notice this if you get an error regarding batch transactions when trying to generate payments.

These missing invoices are usually caused if Sage crashes and closes down when you are partway through entering a purchase invoice. Or sometimes if the user closes the window down partway through entering the transaction.

If you get the error when generating payments you might need to enable the setting first to allow yourself to view these.

To turn on the setting go to purchase ledger > ledger set up > ledger settings then tick the option to ‘Allow Batch Processing’.

Once the setting is enabled go to purchase ledger > enter transactions > batch transactions (manager)

This will open a new window where you will see any invoices which have not fully gone through to the purchase ledger account.

If you have processed some supplier payments using the ‘Generate Payments’ routine, but realised that you have made a mistake then you will have to reverse these payments manually one at a time.

There are several ways to unallocate and reverse payments. Below is one way of doing this and will work for payments made in the base currency.

The first thing you will have to do is remove the suggested payment file, Sage won’t allow you to make amendments to anything while it is part of a suggested payment run.

Make sure you have details of the payments you wish to reverse before going to Purchase ledger > Period End Routines > Payment processing > Delete suggested payments.

You can delete the suggested payment for a single supplier if it is just one supplier you are reversing.

If you are reversing all payments then select ‘Delete all suggested supplier payments’. Then click ‘Delete’.

Go to the transaction enquiry screen for that supplier and locate the payment in question.

Remember you will have to untick ‘Show outstanding transactions only’ because the payment will not be outstanding, it will have been automatically allocated to the invoices which it has paid.

Highlight the line and click ‘Correct’.

This will open a new window, click ‘Reverse’.

Sage will then tell you the transaction need unallocating first. Click ‘Yes’ to unallocate the transaction.

From the allocations window hit ‘Reverse’ again.

Confirm the reverse ‘Debit and Credit’.

This will make the allocations value return to zero so the payment and the invoices will go back to the status of outstanding. Then click ‘Save’.

This will then take you back to the ‘Correct Supplier Transaction’ screen where you can click ‘Reverse’ again.

This time you will not get the warning about allocations, instead you will be presented with a pre-filled ‘Enter supplier Receipt’ window.

This is presenting a receipt details which are the exact opposite of the payment which has been made.

Double check the details and if required you can enter additional references for the transaction. Click ‘Save’.

Close down the correction window by clicking ‘Close’.

This will take you back to the supplier transaction enquiry screen. You will see that the payment and receipt have now been allocated off against each other, reversing the payment transaction.

The original invoices will now show back to being outstanding and will appear on the next generate payment report when you run it next.

You will have to repeat this process for each supplier payment you wish to reverse.

Well Exporting and Importing Financial Statement Layouts will make the formats easier to create.

If you have an existing company on your Sage system that has the same nominal structure, you can copy the layouts from that company to the new one. By exporting and importing financial statement layouts you then don’t have to go through the time-consuming effort of recreating them from scratch.

From company with the existing layouts, go to the ‘Financial Statement Layouts’ window, pick either profit and loss or balance sheet, highlight the report and click export.

Save the file as a .csv somewhere easy to find.

Go to the Sage company that you would like to import them into and back into the ‘Financial Statement Layouts’ window. Pick the sort the you would like to import and click ‘Import’.

Select the .csv file that you saved earlier, click ‘Open’.

Click ‘Save’ and ‘Close’.

The imported layout will then be saved. We would always recommend then click ‘Validate’ as this will check whether there are any nominals missing from the report.

You can then rename the report if you don’t want it to be called ‘Imported Layout’.

You can have multiple financial layouts and you get the choice which one to run in the criteria window, so whatever you name it in the above window will appear as a selection here.

By setting up the new reports Features/Menu Items, you allow yourself, and others, to access it easily and efficiently.

Follow this week’s Tip of the Week for more information.

Save the report on the server in the following file location:

ServerName/Sage\reporting\custom\reports\CompanyName

This makes it easy for you and your support team to find these reports later if any changes need to be made.

As a rule, we recommend that you only save changes to existing reports in the relevant ledger folders within ‘Custom’.

All new reports are best saved in a folder with your company name for ease of access.

Go into Sage System Administration > Features > and right click on the features screen and ‘Add New Feature’.

(Usually in an existing or create a new ‘Custom’ folder).

Name the feature and press ‘OK’.

Select the feature – at the bottom of the screen, choose the ‘Targets’ tab and ‘Add’.

Choose a name for the Target Action, and change the Target Type to ‘Report’, then browse to the new file you have saved.

Right click on the ‘New Report’ and select ‘Role Authorisation’. Apply all user roles you wish to be able to have access to this report.

This is now fully set up as a Feature in System Admin. Next, open Sage to create the new report as an option in the menu.

Click the pencil icon at the top of the menu to edit your menu layout.

Select the module you wish to add the report to and click the ‘+’ to add a new menu item.

This should give you a list of features to add on to the menu. Select the feature you wish to add and click ‘OK’.

You can move the feature up and down as needed with the arrows.