Manage companies

Find this screen

Open: Settings > Organisational and Financial > Company Management.

How to

Create your first company

When you sign in to Sage 200cloud for the first time, you need to create your company. If you haven't yet set up a company, you'll be prompted to create this when you sign in to Sage 200cloud.

  1. The Company Name is the name you gave to the site when you created it in Sage BMS Online Services.

  2. Click OK to create the company.
  3. Once the company is created, the Configuration Assistant will help you set up your company.

Create a new company

Open: Settings > Organisational and Financial > Company Management.

  1. Select Add Company.
  2. Enter a Company Name.

    Tip: Don't forget to use a unique name for the company. You can't use a name that you have used before for a company that you've deleted.

  3. Select New Company to create a new company from scratch.
  4. Click OK.

Restore a company backup from a bacpac

You can create a company from the backup of an existing company saved as a bacpac file.

In order to use Restore Bacpac, you must have:

  • Backed up the company data you want.
  • Contacted customer support and requested that they add the backup as a bacpac to your site.

Open: Settings > Organisational and Financial > Company Management.

  1. Select Add Company.
  2. Select Restore Bacpac.
  3. Select the bacpac file, then click OK.

Create a company with demonstration data

If you want to try out Sage 200cloud before you use it with your real company data, you can create a company with demonstration data.

  • Creating a company with demonstration data does not count towards the number of company databases in your subscription.
  • You can only have one demonstration data company at any one time. If you need a new demo company, you can delete the existing demo company and create a new one.
  • The demonstration data company is granted with certain usage limits and restrictions. To find out more, see this article Sage 200c Standard / Education - Demo data usage policy (40838).

Open: Settings > Organisational and Financial > Company Management.

  1. Select Add Company.
  2. Select Create Demodata and click OK.

    Please be patient, as it can take a while to create the new company.

  3. The new company will have the name Sage 200 Demodata, and will be marked in the Companies list with Yes for Is Demodata.

Note: After creating a company, Excel reports may not be visible unless you run Restore Default Excel Reports. To do this, follow the steps in I cannot see a report after an upgrade.

Delete a company

You can delete a company. This removes the company from the list and deletes the database from Sage BMS Online Services.

We advise that you take a backup of the company from your site in Sage BMS Online Services and download it, so you have a backup of your company before you delete it. You cannot retrieve a company that you delete accidentally.

  • Select Delete Company.

Assign users to a company

You need to choose which users can access each company database. Your Administrator user is assigned to all companies by default. All your users need to have a Sage ID and be assigned to your site in Sage BMS Online Services first.

Open: Settings > Organisational and Financial > Company Management.

  1. Select a company from the Companies list.

    You can assign users to any company, so you don't have to be logged into a specific company.

  2. Select the checkbox next to each user who needs access to this company.

    To remove access, just clear the check box.

    Note: The users shown in list are all the users assigned to your site in Sage BMS Online Services. If a user isn't shown here, then you need to add them to your site first.

Tip: You can also select which areas of Sage 200cloud that a user can access. See Assign feature access to users.

Assign a parent company for consolidated reporting

If you want to use consolidated reporting, you must first choose your parent companyreporting company .This adds the consolidation options to the required screens in the selected subsidiary companyschool.

You can use the consolidation 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 to create a single SOFA report that includes the required financial information for all the schools within the trust.

  1. Select the subsidiary companyschool.
  2. Click Company settings.
  3. Choose the parent companyreporting company.
  4. If you have more than one subsidiary companyschool, repeat for each subsidiary.

Make it easier to see which company you're using

If you use multiple companies, it can be easy to forget which company that you're signed in to.

To help remind you which company you're using, you can show the company name and a coloured bar at the top of all screens.

  1. Click Company settings.
  2. Choose from Set a coloured bar and Set company name.

Show or hide company contacts in the Sage Contact app

You can choose whether customer and supplier contacts for each company are displayed in the Sage Contact app for Microsoft 365. By default, all companies are set to display contacts in the Sage Contact app.

  1. Click Company settings.
  2. To display customer and supplier contacts for this company in the Sage Contact app, select Use this company for the contacts application.

    Deselect this option if you want to hide customer and supplier contacts for this company from appearing in the Sage Contact app.

See Use the Sage Contact app with Microsoft 365.


Useful info

Adding multiple companies

You can have more than one company assigned to your site. The number of companies that you are allowed to create is determined by your subscription in Sage BMS Online Services.

  • If your subscription allows you to have additional companies, you will be prompted to create them each time that you sign in, until they are all created.

    If you don't want to do this now, just click Cancel.

  • You can also add companies by opening Settings > Organisational and Financial > Company Management, and select Add Company.

If you can't add a new company (except a demodata company), this means you've already created the maximum number of companies you're entitled to use.

You can increase the number of companies in your subscription by logging onto your site on Sage BMS Online Services. This may incur additional costs.

Tip: To check how many companies are in your subscription, see See how many companies you have in your subscription.

About consolidated reporting

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 a single SOFA report that includes the required financial information for all the schools within the trust.

How it works
  • The consolidation is run from each subsidiary companyschool.
  • Each nominal account (Code, CC and Dept) in the subsidiary companyschool is linked to a nominal account in the parent companyreporting company.
  • The balance of all nominal accounts, at the end of a selected period, is transferred from each subsidiary to the parent companyreporting company. This is posted as a single consolidation transaction in the parent companyreporting company.
  • The balance of each nominal account in the subsidiary is posted to the linked nominal account in the parent companyreporting company.
  • The value of the consolidation transaction is the difference between the actual trial balance in the subsidiary, at the end of the selected period, and the trial balance the last time the consolidation was run.
What to do next

Once you've set the parent, you must:

  1. Turn consolidation on from the Nominal Settings.
  2. Links your nominal accounts to the nominal accounts in the parent companyreporting company.

See how many companies you have in your subscription

If you have multiple companies in your Sage 200cloud site, you can see the number of remaining company databases that you can use with your subscription.

Note: Creating a company with demonstration data does not count towards the number of company databases in your subscription.

To check how many companies you can create, and have already created:

  • On the Company Management screen, look at the bottom of the Companies list.

    You can see your Company Entitlement (how many companies you can create in total), and the number of Companies Created.

If you have too many companies in your subscription

If you are using more companies than you are entitled to in your subscription, you'll be asked to reduce your number of companies.

This might happen if you change your subscription and reduce the number of your companies that you're entitled to, leaving you with too many companies.

  • You'll initially be warned to reduce the number of companies when you next open Sage 200cloud.
  • After 23 days, a warning will be displayed every time you open Sage 200cloud.
  • After 30 days, you will not be able to continue using Sage 200cloud until you reduce the number of companies.

To delete a company, see Delete a company.


What happens when

Set a parent company?

A new Consolidations tab is displayed on the Nominal Ledger Settings. You need to turn on consolidation from here before you can complete the set up and consolidate your trial balance.

Assign a user to a company?

The user can sign into that company. Users will only see screens that they have been given access to through the User Access screen. Until you do this, the user's menu will be blank.