Complete the Configuration Assistant

Below is a list of the key information you need to complete the configuration assistant. The configuration assistant has been designed so that once completed, you're ready to start using Sage 200cloud.

So you can get prepared before you start, here is a list of information you need, and a list some of the other decisions you'll need to make to complete the configuration.

You may need to find out some of this information from your existing system or your accountant.

You may need to find out some of this information from your existing system, your local education authority (LEA) or your accountant.

Don't worry if you don't have all the information to hand right now. Apart from your financial year dates you can add to, or change, most of this initial configuration after closing or completing the Configuration Assistant.

Information you will need

  1. Your company details including:
    1. The legal name of your company.
    2. The full company address and post code.
    3. Contact telephone and fax number and an email address.
    4. Your website address.
    5. Your VAT registration number.
  2. Your financial year start date.

    Note that you will not be able to update your financial year start date once you leave the Configuration Assistant.

  3. Starting numbers for your transactions and documents such as invoices and credit notes

    If you've previously used a different system, you may want to continue with your existing numbering system. If you're happy to start afresh, you can leave all these as 1.

  4. Your nominal account structure including:
    1. Any additional report categories that you want to use to organise your accounts and for financial reports.

      A standard set of report categories will be created for you. You can change the names of these categories and add your own.

      A standard set of report categories will be created for you, based on the Consistent Financial Reporting (CFR) framework.

      Every transaction entered into Sage 200cloud affects your balance sheet or profit and loss in different ways depending on the type of transaction. It is important that you make sure each nominal account has the correct report category to make sure that the value of the account is reported correctly.

    2. The names of your cost centres (if you want to use them). Any additional cost centres (funds). Cost centres are appended to nominal account codes to represent your funds.

      A standard set of cost centres will be created for you.

    3. The names of your departments (if you want to use them). Any additional departments.

      Departments are appended to nominal account codes to represent each department in your school. A standard set of departments will be created for you, based on your school type.

    4. A numbering structure for your nominal accounts.

    There are three ways to set up nominal account structure in Sage 200cloud. You can:

    Note: Setting up your nominal account structure is the biggest task you will perform on the Configuration Assistant. To help you plan for it, see Planning your nominal account structure.

Decisions to make

  1. Consider the dates you are going to use for your accounting periods, if you're not using calendar months.
  2. Do you need to set up any additional currencies and exchange rates? This includes
    1. The primary (base) currency in which your company operates.

      You can't change this once you've saved a transaction.

    2. Any currencies you use other than the Euro or US dollar.
    3. The exchange rates for your foreign currencies.
  3. Do you need to set up additional VAT rates?

  4. Consider the settings and defaults to use for your customer accounts including:
    1. Default early settlement discount details if you use them.
    2. A default VAT rate if required. If the majority of your customers will use standard VAT (20%), you won't need this.
    3. Default payment terms - the credit terms you offer the majority of your customers. By default is set to 30 days from the document date.
    4. Ageing periods - how you report on outstanding debts. By default this is set to three periods of 30, 60, and 90 days.
  5. Consider the settings and defaults to use for your supplier accounts including:
    1. Default early settlement discount details if you use them.

    2. A default VAT rate if required. If the majority of your suppliers will use standard VAT (20%), you won't need this.
    3. Default payment terms - the credit terms the majority of your suppliers offer you. By default is set to 30 days from the document date.
    4. Ageing periods - how you report on outstanding debts. By default this is set to three periods of 30, 60, and 90 days.
  6. Consider how to group your stock items.

    Every stock item has to belong to a product group. The product group determines the type of stock item (Stock, Service, etc.) and the costing method used to calculate stock value.

  7. Consider the locations to store your stock items, if your want to track this.

    If you want to record the physical location of your stock items, then you need to set up a warehouse for each of these.

    If you don't want to do this, then you don't need to do anything. All your stock items can be stored in the single HOME warehouse that's already been set up for you.

  8. Do you use VAT inclusive or VAT exclusive pricing?

    You can't change this once your saved a sales order, quote or pro forma.

  9. Consider who will be using Sage 200cloud, and what access (permissions) they will have to the screens and features in Sage 200cloud.