Sage 50 is a powerful accounting tool. The following Tips and Tricks are suggestions to help you get the most from your Sage 50 Accounting software. For more information on Sage 50 or if you would like an answer to a specific question, or if you would like to share one of your Tips and Tricks for a future Insight newsletter, please contact our office.
- Daily Business Manager
- Backing Up
- Restoring Your Data from Back Up
- Corrections / Audit Trail
- Account Numbers on Reports
- Recurring Transactions
- Prefer French? Customers in Quebec?
- Adding Customers and Vendors “On the Fly”
- Inactive Accounts
- Moving Between Columns in a Journal Entry
- Compact Database
- Check Data Integrity
- Date Formats
Designed to provide a centralized location for documenting several types of tasks:
- You can attach notes and reminders to the business calendar and print notes for a range of days
- Process multiple transactions, such as Payments Due for payment cheques, all at once using the batch-processing feature
- Create “to do” lists. See which payments or sales are due on any given day
- Viewing totals and graphs of current business performance measurements
Your Sage 50 data should be backed up on a regular basis – weekly or daily if you have a high volume of activity. A verified back up copy should be kept in a different location in case of fire or theft of your computer.
- You can use DVD’s or flash drives to store your back up, but an external hard drive is recommended
- Label your back up with the last session date and use the last Journal Entry number
- The Journal Entry number (JE#) can be found by clicking Reports in the Home Window > Journal Entries > All. Find the last entry number by choosing Report by Journal Number and then read the Finish”number. At this point select Cancel or you will create a report of all the Journal Entries that you selected
- Before you make a DVD, back up your Sage 50 data to a file on your computer’s hard drive
- Then, use your burning software to copy the back up file to the DVD
- The back up file, if not too large, can also be sent as an e-mail attachment to your home computer
- For year-end preparation we recommend uploading the back-up (CAB) file to your portal on our secured online sharing platform
- In most cases you should be able to open your back up file with your Sage 50 program by choosing the Restore from Backup option in the opening menu
- If you cannot open/restore your data files, you may have to change the READ ONLY status of the files. Copy the backup files, including both the *.sdb and *.sdw files, to your hard drive first. Then, right-click on each file and click on Properties > then click the General tab and uncheck the read-only attributes check box.
All transactions in Sage 50 form part of the audit trail but sometimes multiple corrections in the General Ledger accounts can be confusing and will clutter the print out. When a correction is performed using the module where the original entry was made, journals can be printed without showing all of the corrections.
- In the Reports Options box untick the Show Corrections option. Now, print the report
- The correcting entry is still in the system — it just will not appear on the print out
Do your General Ledger account numbers not show in your reports or journals?
- In the Home Window, select View > System Settings > Account Numbers
- Now, click the checkboxes beside In Transactions and In Reports
In all the modules, entries that are used repeatedly can be stored and accessed as often as needed. This maintains consistency in posting and saves having to look up the information each time the transaction is posted. This is useful for monthly payments such as rent, utilities or for creating a template to post Credit Card batches.
- Storing a recurring transaction:
- When you store a transaction, Sage 50 does not update any accounts
- Create the entry and then click the Store as a recurring transaction button on the toolbar in the module (or hit Ctrl+T). Name the entry and choose the frequency of recall, i.e.: monthly or random, etc. Then click OK to save.
- Recall a recurring transaction:
- Click the Recall recurring transaction button on the toolbar in the module
- Select the transaction from the list
- Make any changes needed, i.e.: date, and then click Post
Sage 50 can be set up to be bilingual: English or French.
- The entire system can be switched between French and English.
- In the Home Window, click the View button
- Click on Switch to French or if in the French mode, click Switch to English
- Individual customers and vendors can be set to a preference of French or English.
- In the Customers’ Receivable Ledger or the Vendors’ Payable Ledger select the “Options” tab.
- Choose the language preferred at “Conduct Business in”
- By choosing French for your customer, invoices will be printed in French
Sage 50 recognizes a new customer/vendor name when you are posting in the Receivable/Payable modules and asks you what you would like to do. You are offered the following four options:
- Continue – Select this if you want to go on without adding the name to the customer/vendor list. The transaction cannot be a “Pay Later” transaction. This option is good for recording the individual name and address on the invoice but not cluttering up the customer/vendor lists with the names of many one-time transactions.
- Quick Add – By selecting this option, only the name will be entered into the customer/vendor record – no other information. The additional information can be edited to the file at a later time.
- Full Add – This selection gives you the opportunity to enter all the data for the customer/vendor. Click on the “Options” tab to complete the usual G/L account code (Revenue or Expense) for this customer/vendor. This will help keep your postings consistent and save you having to look up the account code each time you post an invoice.
- Cancel – to enter a different customer/vendor name.
To reduce the clutter on your reports and look up menus, set your unused accounts, customers, vendors, employees, inventory items and projects to be “Inactive”. The inactive names will only appear on reports if requested.
- In the ledger screens for the various modules, click the checkbox beside Inactive located in the bottom-left corner.
You can tab to move to an amount to a different column in a General Journal Entry. This speeds up entering data and eliminates the need to use the mouse to move between the Debit and Credit column.
When you change or remove records, your data can become fragmented. You can save disk space and enhance performance by compacting the database. Note: Back up your data before compacting the database.
- In the Home Window, click the following: Maintenance > Database Utilities > Compact Database
Periodically, you should check your data’s integrity to ensure that all your accounts are balanced and that your files have not been damaged. Power failure or a computer crash can cause data to become corrupt.
- In the Home Window, click Maintenance > Check Data Integrity
- Review the Integrity Summary for messages
- If you have errors in your data, start by Compacting your Data (shown above). Then recheck the data integrity. If errors still exist, you will need to restore your most recent back up and re-enter any transactions that were entered after that back up. (This is one good reason for frequent back ups!)
Sage 50 now allows for dates to be set in your choice of an alphanumeric or numeric format. For example: Oct 31, 2015 or 10/31/15.
- In the Home Window, click Setup > Settings. Expand the Company section and select Date Format
- Note the various combinations between “Long Dates” (alphanumeric) and “Short Dates” (numeric). There is also a choice between formats for on screen use and reports.