Opening Balances for Customers

If you are transferring accounting information from a manual bookkeeping system, or you are
changing accounting software, you will already have some customers (if you have no
customers, go to the next section). These customers may owe you money (or vice versa). You
must enter these amounts as opening balances.

You should only enter your customers’ opening balances once you have entered the details of
your nominal accounts (including bank accounts). Post the opening balances for your
customers using the O/B button on each customer record screen. You can either enter your
opening balance as a lump sum or as separate transactions.
You can enter opening balances as a negative or a positive value, depending on whether they
owe you money or you owe them money.

The method for entering the opening balances for your customers is different depending upon
whether you are using the Standard VAT scheme or VAT Cash Accounting scheme. In the
following sections, the procedure for entering balances for both schemes is explained.
Warning! It is very important that you check with your accountant which VAT scheme you
should be using, because once you have entered a transaction it is very difficult to change
VAT schemes.

If you are using the Standard VAT scheme, you can either enter customer opening balances as
lump sum balances, or you can enter each outstanding invoice and credit note separately. This
makes it easier for you to match receipts later. We recommend that you enter each outstanding
invoice/credit note separately.

If you are using the VAT Cash Accounting scheme, you should enter each invoice and credit
note for your customers individually with the correct tax code.

To enter a customer’s opening balance using the Standard VAT scheme

1. From the main toolbar, click Customers.
The Customers window appears.

2. Select the customers you have opening balances for.

3. Click Record from the Customers toolbar.
The Customer Record window appears, showing the details of the first customer you
selected.

4. Click the O/B button, which appears alongside the 'Balance' box.
The Opening Balance Setup window appears.
5. In the Opening Balance Setup window enter the following opening balance details:

'Ref'
Enter the reference for this opening balance.
This reference appears on the audit trail and will help you to identify this
transaction. If you are entering each outstanding invoice/credit note
separately, you can enter the invoice or credit note number here. Alternatively,
if you are just entering the total of outstanding invoices/credit notes as one
opening balance, you can enter O/BAL as the reference.

'Date'
You can enter the date of the original invoice or credit note (that is, the
opening balance).
If you assign the original date here, it ages the invoice/credit note from that
date. This gives you an accurate picture of the overdue debts on all your
customer accounts.

'Type'
From the drop-down list, select the type of opening balance you want to
enter. You can select either 'Invoice’ or 'Credit'.
If you owe your customers money you would select ‘credit’ from the
drop-down box. This would create a negative value when you enter their
opening balance in the ‘Gross’ box. If they owe you money you would select
‘Invoice’
.
'Gross'
If you want to enter a single opening balance for this customer, enter the total
gross amount of all the invoices minus credits.

Tip: Press ENTER after each entry to move to the next entry field.

6. To accept these details, click Save.
To return to the Customer Record window without saving, click Cancel.

7. To return to the Customers window, click Close.
Once you have entered the opening balances for your customers, you can enter your
supplier’s details and then their opening balances.


To enter a customer’s opening balance using VAT Cash Accounting
1. From the main toolbar, click Customers.
The Customers window appears.

2. Select the customers that you have opening balances for.

3. From the Customers toolbar, click Record.
The Customer Record window appears, showing the details of the first customer you
selected.

4. Click the O/B button, which appears alongside the 'Balance' box.

5. In the Opening Balance Setup window, enter the following opening balance details:
Tip: Press ENTER after each entry to move to the next entry field.

6. To accept these details, click Save.
To return to the Customer Record window without saving, click Cancel.

7. To return to the Customers window, click Close.

'Ref'
Enter the reference for this opening balance. For example,
type O/BAL.
This reference appears on the audit trail and will help you to
identify this transaction.
You can also enter the invoice or credit note number here.

'Date'
Enter the date of the original invoice or credit note (that is, the
opening balance).
If you assign the original date here, Line 50 ages the invoice or
credit note from that date. This gives you an accurate picture
of the overdue debts on all your customer accounts.

'Type'
From the drop-down list, select the type of opening balance
you want to enter. You can choose 'Invoice' or 'Credit'.
Note: If you owe your customers money you should select

'Credit'
from the drop-down list, creating a negative value on
the customer account when you save the opening balance. If
the customer owes you money, select 'Invoice' from the
drop-down list.

'Net'
Enter the net amount of the original invoice or credit note
here.

'T/C'
The default tax code for this customer appears here
automatically, but you can change it if you require.

'VAT'
Sage Line 50 enters the amount of VAT due. You can change
this if you require.

Tip: Press ENTER after each entry to move to the next entry field.

6. To accept these details, click Save.
To return to the Customer Record window without saving, click Cancel.

7. To return to the Customers window, click Close.

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Entering Customer Records

A customer record is like a card in a card index box. Each record holds information about a
specific customer, such as an address, telephone number, contact name, credit limit, and so
on. The Record button lets you quickly add, edit and delete information so you can keep your
customer records accurate and up-to-date. As you add your customer records, they appear
automatically in the list on the Customers window. The list lets you see the customers you have
and the amount they currently owe instantly.

There are three ways of entering a customer record.
Firstly, you can use the Customer Record Wizard by selecting the New button to guide you
through the process step-by-step.

Alternatively, you can choose the Record option from the Customers toolbar and enter the
details manually. Remember, if you have set up your customer defaults, some details will
automatically be entered for each new account you create. You can change these if you want.
Finally, if a record already exists that contains much of the same information as the new record
you require, you can use the Duplicate option to create a copy of the original record. This option
saves you time if you need to set up several records with very similar details, for example if you
have a number of customers based at the same address.

To enter your customer records

1. From within the Customers window, click Record.
The Customer Record window appears, displaying the Details tab.

2. Use the Details tab to enter the basic customer account details.
Important Note: See the next section, Opening Balances for Customers, before you enter
your customer’s opening balance.
If you have Accountant Plus or Financial Controller, you can also enter delivery
addresses for your customers. If your customer has several different offices, you can enter
a different delivery address for each office. To do this, click Delivery Addresses. Click New
and then enter the details you require. To save the address, click OK.

3. Use the Defaults tab to amend the defaults that have been copied from the Customer
Defaults option from the Settings menu. If you make a change on this tab, it only applies
to the selected customer.
Note: If you do not specify a nominal code, Sage Line 50 automatically assigns each
customer with a default code.

4. Use the Credit Control tab to enter or edit your credit control details.

5. The next series of tabs enables you to view information about how your customers trade
with you.

The Sales tab shows the value of invoices and credit notes you have sent to a customer
and the money received from them for each month of your financial year. You can use this
tab to show the trends in your customer’s monthly transactions.

Financial Controller users can also click on the Orders tab to view a history of the sales
orders that the selected customer has placed with you. Double-click on any of the orders
in the list to view the Sales Order record.

You can also create a new invoice or sales order for this customer from this window, by
clicking New Invoice or New Order.

Accountant Plus and Financial Controller users who use Line 50’s Project Costing can
click the Projects tab to view details of the projects associated with this customer. You can
also create a new project record for the selected customer by clicking the New Project
button. For full details about Project Costing,

The Graphs tab shows invoices, credits and balances month by month in a graphical form.
The Activity tab shows the transactions you have made with each customer. You can see
invoices, credit notes, receipts, payments on account and even discounts you have given.
In addition, the Activity window also shows a customer’s balance, turnover and monies
received. Each line of the Activity list represents a single invoice, credit note, payment on
account, discount or receipt. Each line is in turn made up of one or more individual items.
To see these items, click the '+' symbol at the left-hand side of the transaction line you
want to view. If any of the transaction’s items have been paid, then click the '+' symbol
against these items to show the payment details. The Activity tab also shows yourcustomer’s aged balances.

Financial Controller only: You can use the Contacts tab to record the details of telephone
conversations you have with your customers. The information you enter here also appears
in the Task Manager. For example, if you enter a follow up call date, the details appear in
the 'Contacts' section of the 'To Do’ list in the Task Manager.

If you have Financial Controller and your business charges for the time spent on the
telephone, you can also create an invoice directly from this Contacts tab.

6. The customer Memo tab enables you to attach electronic documents and filing system
references to your records using the Document Manager functionality.
The Memo tab also lets you keep additional notes about each of your customers. For
example, you can make a note of the date and times you talk and write to your customers,
and you can enter reminder notes to tell them about new products and special price offers.
Each memo creates a separate text file with the extension .SLM and stores it in a
sub-directory of your Sage Line 50 program directory called Memo. For example, if you
have installed your Sage Line 50 program in the default directory, the Memo files will be
stored in; C:\Program files\Sage\Accounts\Memo.
The customer’s account reference is used as the file name, therefore a memo for customer
SMITH01 would be stored in a file called SMITH01.SLM.

Note for network users only: All Sage Line 50 memos are stored on the data server.

7. To save your Customer record, click Save.
To exit the Customer record without saving, click Close and click No to the message that
appears.

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Entering Customer Defaults

Each time you create a new customer record you will be asked to enter details such as the credit
limit, terms and discount type and value.

If you give most of your customers similar terms and conditions, you can use the defaults to
save you time when creating customer records. Defaults mean that you do not have to enter
the same information into each record over and over again. If you need to, you can override the
defaults shown in a record. If every customer is different, do not set up your customer defaults.

To enter your customer defaults

1. From the Settings menu, choose Customer Defaults.The Customer Defaults window appears.

2. In the Record tab, enter your customer information.
Note: You can change any of these details on the customer record.

'Country'
All customer records list the country where the customer is based.
Use the drop-down list to select the country that you want to assign
to each newly created customer record.

'Currency'
Use the 'Currency' drop-down list to select a currency that will be
assigned, by default, to each newly created customer record. For
information about setting up and trading in multiple currencies,

'Std. Tax Code'
Select a default tax code that will be assigned to all transactions that
you create for this customer.
Note: If necessary, this default tax code can be changed in any
transaction that is created.

'Def. N/C'
Enter the default nominal account code that you want to be used
when you create customer records and when you generate a service
invoice for a customer.
Note: If necessary, this default nominal code can be changed in any service invoice that you create.

'Department'
Use the drop-down list to choose the department that you want to
set as the default on each newly created customer record. To find out
how to set up your departments,

'Discount %'
You can set a basic discount that will be applied to all customer
transactions. No conditions will be used when applying the discount,
it will be applied to every invoice that you enter for your customers.
You can still change the discount amount manually on each invoice if
necessary. If you want to apply each discount individually, you should
leave the discount amount as 0.00.

'Type'

(Accountant Plus & Financial Controller only)

Select from this drop-down list whether or not to set a default
additional discount for your customers. If you want to give an
additional discount, select the Additional Discount from the following:

'No Additional': Do not apply any extra discount.

'Invoice Value': Select this additional discount type to apply discounts
based on the value of the invoice raised. The percentage discount
that is applied is calculated from the Customer Defaults Discounts
tab, where ten different value ranges can be assigned different
discount rates. If you want to set up a discount based on a
customer’s invoice values, enter the discount structure using the
Discounts tab from the Customer Defaults window.

'Quantity Table A-E': Select one of these quantity tables to apply
additional discount based on the quantity of products bought. These
tables are set up using the Discount tab of each product record.
If you have chosen to rename your quantity tabs, the names that you
have entered appear in this list.

'Price List'

(Accountant Plus & Financial Controller only)

If the selected customer is a member of a price list, the price list
reference appears here. A customer can only belong to one price list.
If you want to change the price list that the selected customer
belongs to, select the price list you require from the drop-down list.
'Default' Select the default account status from the drop-down list. This is the
account status that will be assigned to each new customer record.
You can change this in each individual customer record if necessary.

3. Use the Statements tab to enter any standard statement descriptions that you want to
apply to your invoices, credits, discounts and payments.

4. Use the Ageing tab to set the periods you want to use to monitor how long your customers
have owed you money.

5. (Financial Controller and Accountant Plus users) You can also enter customer
discounts based on invoice values on the Discount tab.

6. To save your customer defaults, click OK. If you do not want to save your defaults, click
Cancel.

The defaults you have entered here appear on any new customer record you create.

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Checking Your Chart of Accounts

In Sage Line 50 you can check the chart of accounts for any errors and then print out a report
detailing these errors.

To check the chart of accounts for any errors

1. From the main Sage Line 50 toolbar, click Nominal.

2. Click COA.

3. Select the chart of accounts layout you want to check and then click Edit.
The Edit Chart Of Accounts window appears.

4. Click Check.
If an information window appears informing you that no errors have been found, it means
all of the nominal codes are represented correctly and you can continue to use Sage Line
50.

If a print window appears, select the output (printer, preview, file or e-mail) you require for
the error report and click Run. This report tells you of any errors within your chart of
accounts.

Errors That Can Occur in the Chart of Accounts Layout

The most common errors found in the chart of accounts are described below.

The following ranges overlap each other ...

This means that either the low number, the high number or both of the category account ranges
fall within another category account range.

For example:
Category Account Low High
Product Sales 4080 4099
Export Sales 4080 4100
(This is overlapping the first category account range.)
Export Sales 3050 4080
(This is overlapping the first category account range.)

You need to edit the chart of accounts to amend the category account ranges.

One of the following ranges is enclosed within the other range ...

This error means the low and high numbers of one category account range fall within the low
and high numbers of another.

For example:

You need to edit the chart of accounts to amend the category account ranges.

Nominal code ... not represented in chart

This means you have created a new nominal code in the nominal ledger but it does not fall within
an existing category account range in your chart of accounts.

You need to edit the chart of accounts and create a new category account or amend an existing
one to include the new nominal code.

Nominal code ... has been used as part of one ‘floating’ category, but not as
part of the equivalent ‘floating’ category in Current Assets/Current Liabilities

When a nominal code is included in both current assets and current liabilities, Sage Line 50
decides which category to include it in depending on whether the code has a debit or a credit
balance.

The above error message means you have a nominal code included in one floating category but
not in the other. For example, you have the nominal code set up in current assets but not in
current liabilities.

You need to edit the chart of accounts and include the nominal code in both floating categories.

Category Account Low High
Product Sales 4000 4099
Export Sales 4010 4020 (This is nested within the first category account
range)
Export Sales 4050 4099 (This is both an overlapping and a nested range
error)

You need to edit the chart of accounts to amend the category account ranges.

Nominal code ... not represented in chart

This means you have created a new nominal code in the nominal ledger but it does not fall within
an existing category account range in your chart of accounts.

You need to edit the chart of accounts and create a new category account or amend an existing
one to include the new nominal code.

Nominal code ... has been used as part of one ‘floating’ category, but not as
part of the equivalent ‘floating’ category in Current Assets/Current Liabilities

When a nominal code is included in both current assets and current liabilities, Sage Line 50
decides which category to include it in depending on whether the code has a debit or a credit
balance.

The above error message means you have a nominal code included in one floating category but
not in the other. For example, you have the nominal code set up in current assets but not in
current liabilities.

You need to edit the chart of accounts and include the nominal code in both floating categories.

The following ‘floating’ category range in Current Assets/Current Liabilities
has no matching range in Current Liabilities/Current Assets

The floating category range that is entered within the Current Assets and the Current Liabilities
must be the same. For example, if you have entered the Bank Account Range as 1200 - 1209
in the Current Liabilities, you must also enter the same range (1200 -1209) in the Current
Liabilities.

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The Chart of Accounts

This is a list of all the accounts that your company uses. In essence, it is how you categorise
your accounting system.

Sage Line 50 provides you with a simple chart of accounts that is suitable for the Profit and Loss
report, the Balance Sheet report, the Budget report and the Prior Year reports.
The chart of accounts is also used when you run your Year End. The Year End option looks to
the chart of accounts to see which accounts make up the Profit and Loss report. These are
cleared down during the Year End procedure.

Sage Line 50 enables you to tailor the chart of accounts to suit your business. By editing the
chart of accounts, you can add in new categories or make present categories more suitable to
your line of business. For example, you can change the sales category from product and export
sales to the actual items your company sells.

Use the COA option from the Nominal Ledger window if you want to change the chart of
accounts. You can edit the default chart of accounts or you can add your own chart of accounts
if you want. If you want to add new sections to your profit and loss report or your balance sheet,
you must amend your chart of accounts by following the steps detailed below.

To add a chart of accounts

1. From the Sage Line 50 toolbar, click Nominal.

2. From the Nominal Ledger window toolbar, click COA.

3. Click Add.
The New Chart of Accounts window appears.

4. Enter the name of your new chart of accounts in the Name box.

5. Click Add.
The Edit Chart of Accounts window appears.

The chart of accounts is subdivided into category types. By default, the category types for
the Profit and Loss report are Sales, Purchases, Direct Expenses and Overheads; and for
the Balance Sheet report they are Fixed Assets, Current Assets, Current Liabilities, Long
Term Liabilities and Capital & Reserves.

Each category type is subdivided into category accounts, each of which consists of a
heading and a range of nominal accounts, for example, the category type ‘Sales’ is
subdivided into Product Sales, Export Sales, Sales of Assets, Credit Charges and Other
Sales by default. Sage Line 50 has automatically set up category accounts for each
category type in your default layout of accounts, but you can amend these if necessary.
If you opted to create your own nominal account structure during the ActiveSetup Wizard,
the default chart of accounts does not contain any category accounts.

6. Select each category in turn from the Category Type list, and for each one enter or amend
the following details in the boxes provided.

Tip: To insert a line, press F7. To remove a line, press F8.

'Description'
This is the heading for this type of category. This appears on your financial reports. You can change this if necessary.

'Category Account'
This is the heading for each range of nominal accounts in this
category, one line per range.
You can define up to 80 category account ranges for each
category.

For example, in your Sales category you may want to set up
headings such as Home Sales, Export Sales, Product Sales and
so on. You can enter up to 60 characters of text for each heading.

'Low/High'

Use the 'Low' and 'High' boxes to determine the range of nominal
accounts to be included for each category account.
If there is only one code in the range, enter the same number in
both boxes. Where more than one nominal account belongs to a
category account, enter the lowest nominal account number in
the range in the Low box and the highest number in the range in
the High box. The codes you enter are inclusive.

'Floating Nominal Accounts'

Note: The floating nominal accounts only appear when you are
editing the current assets and current liabilities categories.
Certain nominal records shown in the balance sheet could be an
asset or a liability depending on the balance. These accounts are
known as floating nominal accounts. To make your management
reports correct, you can get the program to detect the balance of
these fluctuating accounts and enter them into the correct section
of the balance sheet.

In order for Sage Line 50 to do this, place any floating nominal
accounts in the boxes provided for both the current assets and
current liabilities. When you enter a nominal account description in
one category, you are prompted to copy it to the other (for
example, from current assets to current liabilities). To do this, click
Yes.

For example, enter Bank Account 1200 in the Current Assets and
Bank Overdraft 1200 in the Current Liabilities.

When you run your financial reports, all of the nominal accounts entered in each range will
be added together to give a subtotal for the category account heading to which they
belong.

7. Click Check to see if you have missed any nominal accounts or put any information in
twice.

8. If there are discrepancies in your chart of accounts, you can choose whether you want to
print, preview, e-mail or save the information to a file by selecting one of the options in the
window and then click Run.
A report is generated, informing you of any potential errors in your new chart of accounts.
You should fix any errors before entering any transactions.

9. To save your new chart of accounts layout, click Save.
To exit without saving click close

To edit your chart of accounts

Use this option to change your default chart of accounts. You may want to do this if you want
to extend or change an existing chart of accounts category range.

1. From the Nominal Ledger window, click COA.

2. Select the chart of accounts layout you want to change and then click Edit.
The Edit Chart of Accounts window appears.

3. Select each category in turn from the Category Type list, and for each one enter or amend
the details in the boxes provided.

4. Click Check to see if you have missed any nominal accounts or put any information in
twice.

5. If there are discrepancies in your chart of accounts, you can choose whether you want to
print, preview, e-mail or save the information to a file by selecting one of the options in the
window and then click Run.
A report is generated, informing you of any potential errors in your new chart of accounts.
You should fix any errors before entering any transactions.

6. To save your chart of accounts click Save, or to exit without saving click Close.

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Opening Balances

If you are a new user of Sage Line 50, (if you are not upgrading from a previous version) you will need to enter a series of opening balances. These opening balances are very important to your bookkeeping activities and you must get them right. If you do not enter them correctly then your books will be wrong (although you can make adjustments to correct them). Entering your opening balances is not a straightforward process, as certain conditions (such as your nominal codes) must be in place before some opening balances are entered.

In the next four chapters, Sage Line 50 takes you through the process of entering your opening
balances; firstly by setting up your nominal codes, secondly, entering your customer and
supplier records and entering their respective opening balances, thirdly entering your stock
details and their opening balances, and finally, entering opening balances for the nominal ledger
and bank accounts.


Opening Balances Overview

Opening balances represent the financial position of your organisation on the day you start
entering live transactions. Whatever date you choose, you are likely to have opening balances,
whether your organisation is just starting up or changing over from another accounting system.
Opening balances are transactions that already exist before you start using Sage Line 50. If you
have an established business, your opening balances can either be taken from your previous
accounting system or they will be provided by your accountant. If you are starting a new
business your opening balances will consist of your start up costs, e.g. costs of assets (e.g. a
computer) or your rent, bank balance or capital.

Opening balances consist of information such as:

Outstanding customer transactions (if you do not have these yet, because you are a new
business, you can enter them at a later date).
Outstanding supplier transactions (e.g. an invoice for a computer or rent for your
premises).
Nominal ledger trial balance (for example, your assets, capital, stock or hire purchase
agreements).
The following procedure lays out the order in which you should enter your opening balance
details. You may not be ready to complete this procedure immediately, as you may not have
entered all the necessary information, and so it is intended as a reference point for you. We
suggest that once you have worked through the next three chapters, you come back to this
point and run through these steps. The opening balance procedure is described in the following
section.
Note: You may not have to complete all these steps, for example you may not have any
customers or any stock. In this case, simply skip these stages.

The Opening Balances Procedure

1. Enter the opening balances for your customers and suppliers.

2. Check your customers’ and suppliers’ opening balances. To do so follow the steps below:
Print both the Aged Debtors Analysis and Customer Activity (Detailed) reports.
Print both the Aged Creditors Analysis and Supplier Activity (Detailed) reports.
Using these reports, check that you have entered the opening balances for each customer
and supplier correctly. Amend any entries if necessary before continuing.
Once you are satisfied that your entries are correct, print your current Trial Balance report.

3. After entering the opening balances for your customers and suppliers you should clear the
values in your Debtors and Creditors Control accounts, your VAT accounts and your
Suspense account, (if you are using Standard VAT Accounting you will not need to clear
your VAT accounts, as they will have no balance) otherwise these postings will be
duplicated when you post the opening balances for your nominal ledger accounts and your
balance sheet will be incorrect.

4. Enter the opening balances for your stock. For further information on how to do this,

5. Enter the opening balances for your nominal ledger accounts and bank accounts.

6. Print your Trial Balance report and check that you have posted all your Nominal Ledger and
Bank account opening balances and that the balance in your Suspense Account is zero. If it is not,
print the Nominal Activity report from the Nominal Reports window in the Nominal Ledger, and use this to check all
your opening balances again until you find your error. You will need to check that:
􀂄 Opening balances for all of your nominal accounts from your full trial balance have
been entered.
􀂄 An opening balance has not been entered twice.
􀂄 Balances have not been entered as debits when they should be credits and vice
versa.

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Passwords and Access Rights

The Access Rights feature lets you set individual passwords for each person who uses Sage
Line 50. You can even restrict which ledgers, menus and windows each user can access. For
example, you can hide nominal and bank balances from certain users.

To be able to set up your access rights, you must log in as Manager.

Note: The Access Rights option is only available if you select the 'Access Rights' check box on
the Parameters tab of Company Preferences.

To create a new user

1. Open the Settings menu and choose Access Rights.
2. Click New.
The Create New User window appears.

3. Enter a logon name and a password for your new user in the boxes provided.

4. Set the access you are giving the new user from the options provided.

5. To save the new user’s details, click Save. To clear the details without saving, click Discard.

6. To exit the Create New User window, click Close.

To assign access rights to options

1. From the User’s list on the User Access Rights window, select the user whose access
rights you want to assign.

2. Click Details.
The Access Details list appears showing all of the options and menus in Sage Line 50 that
can have access rights attached. The user’s current access status for each option is also
shown as full, partial or none.

3. To change the access status of any of the options, click Modules.
The Option List window appears.

Full Access Select this option to give the user unlimited access to all parts
of Sage Line 50. You can modify these options later if you
want.

4. Select each option you want to change from the list, then select whether the user is to be
given full access or no access to the option. Click OK.

5. If you want to give partial access to modules within Sage Line 50, select the module you
require and click Dialogs.

6. Select each window you want to change from the list, then select whether the user is to
be given full access or no access to the window. Click OK.

7. To return to the User Access Rights window, click Close.

Changing Your Password

You can use the Change Password option to:
Enter your company password.
Change your company password.
Change your user passwords if you are using access rights.

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