To finish setting up Sage 200cloud you should review your settings, then complete some additional configuration tasks if they're relevant to your business.
Review your settings
You can make changes to your initial configuration even after you have completed and closed the Configuration Assistant and are now in Sage 200cloud. You can review all the information you have entered as part of the initial configuration from the options in the settings section of the menu.
Click on the name of the Configuration Assistant panel below to find out what you can update from it and where to go to make the changes.
The details you were able to add onto the Company Details panel are maintained on a number of screens within Sage 200cloud:
Open: Settings > Organisational and Financial > Company Details to update your:
- Company name and address details.
- Contact information.
- VAT registration number and country code.
- Local Education Authority and type of school
- To change your next VAT Return date go to HMRC and Submissions > Amend VAT Period End Date.
- To change your accounting periods go to the Settings > Organisational and Financial > Accounting Periods.
What you cannot update from this panel
The financial year start month and year dates you set while on this panel cannot be updated.
- To change any of the VAT rates you specified, or add new ones go to Settings > Organisational and Financial > VAT Rates.
- To make changes or add to the currencies and exchange rates you set up go to the Settings > Organisational and Financial > Currencies and Exchange Rates.
- To change or create new accounts, go to Nominal > Create & Amend Accounts.
- To add additional report categories, go to Settings > Cash Book / Nominal Ledger > Report Categories.
- To change the report category assigned to a range of nominal accounts, go to Settings > Cash Book / Nominal Ledger > Amend Report Categories.
- To add cost centres or departments, go to Settings > Cash Book / Nominal Ledger > Cost Centres and Settings > Cash Book / Nominal Ledger > Departments.
Open: Settings > Organisational and Financial > System Settings to change:
Next journal number
You can change the next journal entry number at any time. We advise that if you do change the journal entry number you set it higher than the displayed number. If you set it lower you could end up with journals with duplicate numbers.
- To change the next document numbers go to Settings > Invoicing and Sales Orders > Invoice and Order Settings and Settings > Purchase Orders > POP Settings.
- To change any of the customer settings you applied go to the Customers and Suppliers > Customer defaults and Settings.
Note: If those settings have been applied to individual customer records you can change them on the Customers > Create and Amend Accounts > Amend Customer Details screen.
- To change any of the customer settings you applied go to the Customers and Suppliers > Supplier Defaults and Settings.
Note: If those settings have been applied to individual customer records you can change them on the Suppliers > Create and Amend Accounts > Amend Supplier Details screen.
- To choose which
companies schoolsa user can access, (if you have more than one for your site), go to Settings > Organisational and Financial > Company Management
To choose which screen and features your users can access, go to Settings > Organisational and Financial > User Access.
Note: User access is shared across all companies. If you have more than one company for your site, any changes you make to access rights will also affect your other companies.
Open: Settings > Invoicing and Sales orders > Invoice and Order Settings to set or change:
Whether prices include or exclude VAT.
You cannot change this once a sales order, quote or pro forma has been saved
- Document numbers
- Generic accounts for cash sales and prospect quotes.
- Payment with order / invoice options.
- Intrastat options.
- Text to print on invoices.
Open: Settings > Sales orders > POP Settings to change:
The Nominal account for cost price differences.
The Nominal account for standard cost variances.
- Whether purchase orders can be generated from sales orders.
- To change or create Warehouses, go to Settings > Stock Control > Locations.
- To change or create product groups, go to Settings > Stock Control > Product Groups.
- To change or add a stocked unit, go to Settings > Stock Control > Units of Measure.
There may be some additional configuration steps that may want to undertake depending on which Sage 200cloud features you're using. This additional setup can be completed at any time, but we recommend that you check them out now as it may save you time later.
Invoicing and Sales Orders
If you're using invoices or sales orders, you'll also need to
- Set user permissions. This determines the fields that users can view and amend on sales orders or invoices.
- Set selling prices and discounts. This is where you set up your pricing and discount structure.
Set up records for your charges. If you regularly add charges to your sales orders for such things as insurance or carriage, you can set up records for these.
- Invoice and credit note layouts. You can customise these if required.
- Set up payment methods. You'll only need these if you need to able to record payments when entering orders and invoices.
See Setting up Invoicing.
If you're using purchase orders you can also set up records for your charges. If you regularly add charges to your sales orders for such things as insurance or carriage, you can set up records for these.
If you're using stock items you can also
- Use the stock settings to
- Choose to supply stock items direct from the supplier rather than via stock.
- Choose the method of profit calculation.
- Set up write off categories. Use these to report on the reasons stock items are written off.
- Set up internal areas. Use these to allocate stock to an internal department.
- Set up stock fulfilment methods. Decide how stock items are allocated to sales orders.
With e-Banking you can:
- Import and reconcile bank statements.
Pay your suppliers electronically.
- Pay your VAT Return electronically.
Firstly you must sign up to your bank's e-Banking service. Once you have done that and installed their tool you can configure Sage 200cloud.
Sage Pay is an online card service provider similar to PayPal. When you subscribe to Sage Pay you can process card payments directly through Sage 200cloud. This enables your company to process card payments from customers directly via Sage 200cloud.
Once you have subscribed to SagePay, you 'll need to set up Sage 200cloud to link with your SagePay account and test whether transaction can be successfully posted.
Supplier Payments introduces a new, easy and secure way to pay your suppliers or HMRC (for VAT) directly from Sage 200cloud.
A Supplier Payments account is a secure virtual wallet (also known as an e-wallet). You add funds to your Supplier Payments account, which has an e-money balance, and then use this to make approved payments directly from Sage 200cloud.
Before you can use Supplier Payments with Sage 200cloud, you must first apply for a Supplier Payments account.
If you need to submit an Intrastat declaration to the HMRC or Irish Revenue, you can do this from Sage 200cloud. To do this you must turn these features on for your stock items, sales orders and purchase orders.
Analysis codes are extra pieces of information that you can use to improve your reporting and to compare different areas of your business. You can use analysis codes with your nominal accounts, customers, suppliers, sales documents, purchase documents, and stock items.
You can use the consolidation option in Sage 200cloud to produce management reports if your organisation is made up of several subsidiary companies.
If you're a multi academy trust, you can use consolidation in Sage 200cloud to create reports at trust level, such as the SOFA report, that include the required financial information for all the schools within the trust.