SAGE Manual Accounting 1001

Accounting 100
Version 14.00
Training Manual
DIV000MA024
Software package
Your software package is supplied in a box containing:
a CD-ROM with the program,
corresponding documentation.
Ownership and utilisation

Any utilisation, representation or full or partial reproduction of the software without the consent of Sage is illegal (laws of 11 March 1957 and
3 July 1985). Any illicit utilisation, representation or reproduction constitutes infringement of patent rights, and is punishable under the terms
of Articles 425 et seq. of the French Penal Code.
All rights reserved in all countries.
Original software developed by Sage.
Sage documentation
Any utilisation, for whatsoever purpose, not authorised under the terms of the licence agreement, is strictly prohibited and punishable by law
(law of 3 July 1985, Article 46).
Conformity and warning

Given the constraints inherent in presentation of this document in hard copy form, the specifications described in this document represent an
illustration as close as possible to the corresponding actual specifications.
It is the responsibility of the customer, working with this documentation, to operate the software so as to be able to measure with precision the
adequation of its requirements with the functions provided .
It is of primary importance to read the documention carefully beforehand, to ensure safe and fully operational utilisation of the software.
Changes
The documentation corresponds to the referenced version. Software updates can be introduced between two versions without modification of
the documentation. However, in this case, an addendum can be attached to the existing documentation, describing changes and improvements
introduced by said updates.
Suggestion form
Sage pursues a policy of constant enhancement of its software products and corresponding documentation. We invite customers to send in their
suggestions and report any defects or errors observed, using the suggestion form comprising the last two pages of this manual.
Trademarks
Sage 30, Sage 100, Intégrale and Sage 1000 are registered trademarks of Sage.
Windows 95, Windows 98, Windows ME, Windows 2000, Windows XP and MS-DOS are registered trademarks of Microsoft Corporation.
Macintosh, MAC/OS is a registered trademark of Apple Computer Inc.
© Sage
2 © Sage 2006
Contents
Contents
Chapter 1 – General and Lesson 4 – Creation of customer and

supplier S/P accounts _________________________51
installation______________________ 5
Creation of a customer record ......................................... 52
Presentation of the Sage Accounting program...................5 Deletion of superfluous accounting items ........................ 62
Installation of the program ..................................................5
General information concerning this manual ......................6
How to use this manual ....................................................12
Chapter 3 – Routine
management ___________________65
Chapter 2 – Definition of the Lesson 1 – Inputting an invoice _______________66
company _______________________ 15 Accounting entry conventional input (sales invoice) ........ 67
Input model help input ..................................................... 73
Lesson 1 – Activating the Accounting
program ________________________________________16 Lesson 2 – Input by document_________________80
Starting the Sage Accounting program ............................16 Using the Input by document function ............................. 81
Interrogation of the reference e-manual from the
program ............................................................................18 Lesson 3 – Inputting an invoice payment _____85
Closing the program .........................................................19
Payment of a supplier invoice – Input in a line-by-line
cash contra journal .......................................................... 85
Lesson 2 – Creating your company____________20
Customer invoice payment – Global end of month
Creation of working files ...................................................20 input in a cash contra journal........................................... 89
Sage Accounting working window ....................................28
Informing Concerning your company window...................30 Lesson 4 – Interrogation and matching of
accounts _______________________________________93
Lesson 3 – Creation of accounting data ______32 Interrogating a supplier account ...................................... 94
Program restart ................................................................33
Lesson 5 – Customising your accounting
Creation of general accounts ...........................................33 documents ___________________________________ 108
Interrogation of the tax rate list .........................................38
Activating the layout program ........................................ 108
Creation of journals ..........................................................40
Definition of banks ............................................................47
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Contents
Lesson 6 – Customer reminder ______________ 118
Printing a reminder letter ................................................118
Lesson 7 – Standard accounting

statements___________________________________ 122
Printing an input day book ..............................................123

Printing a journal ............................................................124
Printing a trial balance ....................................................125
Printing a ledger .............................................................127
Lesson 8 – S/P account statements _________ 128
Aged trial balance...........................................................128

Tickler file .......................................................................130
S/P account trial balance................................................131
Chapter 4 – Periodic
processing ____________________ 133
Lesson 1 – Client-accountant
communication ______________________________ 134
Verification of parameter definition .................................135
Lesson 2 – Manual bank reconciliation _____ 140
Opening the bank reconciliation window ........................141
Lesson 3 – Tax return _______________________ 147
Preliminary parameter definition.....................................147
Lesson 4 – Year-end operations _____________ 152
Printing year-end statements .........................................153
4 © Sage 2006
Chapter 1 – General and installation
This training manual for the Sage Accounting program for Windows will enable you to familiarise yourself
with the main principles of this program, its advantages and its easy-to-use characteristics.
This manual can be used to create your own accounting folder, following the advice and explanations given
step-by-step, but replacing fictitious information by actual values extracted from your own management
system.
3 The year given for the dates included in the illustrations and exercises contained in this manual can differ
from that of the accounting file used. This in no way impedes your familiarisation with the program. You
should interpret the dates given in this manual using, in all cases, the year appearing in the file used and the
current exercise.
Likewise, as regards the document models supplied as standard with the program, you can find them under
their short names (example: LET_CHQ.BMA) or full name (example: LETTER CHEQUE.BMA) according to
program version. Select the appropriate model corresponding to the function you are studying.
Presentation of the Sage Accounting program
Sage Accounting 100 for Windows is available in three versions. These are the basic, Pack and Pack Plus
versions. This manual is based on the tree structure of the Pack Plus version. If you are using the basic or
Pack version, and work the following exercises using your version of the program, do not be surprised if
Pack Plus version functions do not appear in your program.
Installation of the program
We refer the reader to the "Installation under Windows" manual supplied with the program. This contains
information concerning:
initial installation of the program on your hard disk,
updating an existing program,
installation of e-manuals, including the Reference Manual in particular, as also the program used to
interrogate the different files of these manuals,
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procedure for registration of your program with Sage France,
storage location of files created or used by the program according to the operating system
employed.
Information prior to installation of the software
Before commencing installation, you should be in possession of the following information concerning your
company:
address of company headquarters or the establishment in which the program will be installed,
name and address of your accountant, where appropriate,
name and address of the bank which advised you to acquire this Sage program, or to which you
send payment instructions (cheques, transfers, etc.),
SIRET number and APE code (or NAF),
names of, and information concerning the main members of your staff involved in sales
management,
and if you wish to work exercises using actual data concerning your company:
chart of accounts used by you or your accountant,
a number of S/P account records (customers, suppliers, employees or other).
General information concerning this manual
Most frequently used keyboard keys
TAB(ULATION): used to go from one field to the next.
SHIFT + TAB: combination of keys used to go from one field to the previous field.
ENTRY: validates input of data in a window or activates a function.
6 © Sage 2006
ESCAPE: used to close a window, or quit a function without saving modifications (in the majority
of cases).
CTRL + F4: used to close a window and save the data input (the + sign means that the two keys
must be pressed simultaneously).
CTRL + F5: used to close all windows of the same function, and save data input (the + sign means
that the two keys must be pressed simultaneously).
F1: used to access the help function for the current command.
Program ergonomics
For strictly Windows functions, we refer the reader to the help function supplied with this operating system,
or the prolific documentation which can be interrogated on this subject.
Utilisation of Sage Line 100 and Line 30 programs is detailed in the Common Manual supplied in e-file
form, and which you can interrogate using the Adobe® Acrobat ® Reader.
Refer to the Installation Manual for further information concerning the installation of this utility and the e-
documentation files, the Common Manual for ergonomics details, and the section on Interrogation of the
Reference Manual from the program in Lesson 1 – Starting the Accounting program in Chapter 2 –
Definition of the company.
Definition of accounting terms
Trial balance
Table representing all accounts appearing in the ledger, with debit and credit totals and debit and credit
balances. This is an audit and information tool.
Balance sheet
Statement of resources which the company possesses and applies. Prepared at the end of the operating
period. Interim financial statements can also be prepared at monthly intervals.
Day book
Temporary, modifiable statement, providing an initial quick look at the financial statements of the com-
pany.
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Operating period closing

The Operating period is closed at the end of 12 months’ activity. The income statement and balance sheet
are associated with this operating period-end operation.
Cost accounting
Describes events inside the company. Cost accounting is not regulated or mandatory, and is used to deter-
mine and detail the company’s costs, explain financial results, establish forecasts, identify differences
between forecasts and actual figures, etc. Cost accounting is a decision aid tool base on financial accoun-
ting data.
S/P (sales and purchase) accounting

This records receivables and payables incurred during the operating period. S/P accounts correspond prin-
cipally to customers, suppliers, employees, social security entities, the State and banks.
Financial accounting
Financial accounting is a legal obligation for all companies. It involves recording all operations conducted
by the company with third parties (other companies, staff, social security entities, the State, banks, etc.).
Accounts are used to monitor details of changes in each asset held by the company.
Income statement
Document prepared at the end of the operating period. This records income and expenses associated with
the activity of the company. Generally prepared in the form of a table, the income statement records the
increase or decrease in the wealth of the company and reflects a profit or loss for the period.
Controlling accounts
Accounts grouping certain accounting categories in a single group (customer control accounts, supplier
control accounts, etc.).
Example
The customer controlling account centralises all customer accounts.
General accounts
These are the basic accounts (6010000, 4010000, 5120000, etc.).
VAT credit
A company has a VAT credit where VAT deductible exceeds VAT collected.
VAT return
VAT (Value Added Tax) is an indirect tax collected by the company invoicing this tax on its customers, cal-
culated by multiplying the invoice amount ex. tax by the corresponding VAT rate. VAT collected is then
8 © Sage 2006
paid to the tax authorities at periodic intervals, after deduction of VAT paid by the company on its purcha-
ses (VAT deductible).
VAT payable = VAT collected – VAT deductible.
Opening entries
On commencement of a new operating period, unmatched payables and receivables (not yet paid) are car-
ried over in detail to the new operating period. Other balance sheet account balances are carried over as
such.
Ledger
Document grouping all accounts of the company and recording their respective balances.
Journal
In a conventional accounting system, all entries are recorded in a single journal. These entries are then
copied to the ledger. However, to facilitate accounting operations, it is common practice to create a number
of different types of journal according to the nature of the operations involved (bank, purchasing, sales,
etc.). This set of journals groups all accounting entries which the company has reported during the opera-
ting period.
Matching of accounts
This procedure is used to associate invoices and corresponding payments. A letter is associated with each
equivalent amount. An amount which has not been attributed a matching letter is considered as contested.
General chart of accounts

This lists all accounts.
S/P chart of accounts

See S/P accounting.
Bank reconciliation
The company conducts operations with its bank which are recorded in the accounting systems of the two
establishments for an identical amount.
In practice, the two partners (bank and company) do not each record these operations at the same time,
such that at a given date, the balances are generally different. An audit operation is consequently required,
involving preparation of a bank reconciliation statement in which the accounting entries are completed
with non-recorded operations, as appearing in the other account, so as to obtain two equal, opposite balan-
ces.
© Sage 2006 9
Intermediate balance
Knowledge of operating period net income alone is insufficient to determine how this result has been
obtained. making a distinction between different levels for income and expenses, it is possible to calculate
a fraction of global income, referred to as an intermediate balance, for each level. This corresponds to a
financial analysis based on a number of complementary indicators.
Inventory
At the end of the company’s accounting period (end of operating period), the company must conduct an
inventory to measure performance (recorded in the income statement) and the accumulated wealth of the
company (in the balance sheet).
VAT on debit amounts

The amount of the VAT is due on invoice date.
VAT collected
This term indicates that the amount of the VAT is due at the date on which the trader has collected the
amount of its invoice.
Entry conventions
The entry conventions used in this manual are as follows:
Words and characters to be typed on the keyboard are indicated in Courrier typewriter
characters.
The keys used are shown in capitals: ESCAPE.
Where two keys must be pressed simultaneously, they are indicated as follows: SHIFT + TAB.
Note that the SHIFT key in question is not the SHIFT LOCK key, but one of the keys used to obtain
an upper case character temporarily (the shift keys are identified by an arrow pointing upwards).
Where keys must be pressed in succession, they are shown as follows: ALT, F, N.
"Validate" signifies press the ENTER key to validate (activate) a function.
The delete or backspace key is represented by BS under Windows.
The ESC(APE) key is used essentially to close windows, in general without validating eventual
modifications, and corresponds to the Cancel key.
10 © Sage 2006
In the text of this manual, the names of menus, tree menus, commands, windows, tabs, panes and
buttons are shown in bold. Example: Principal record.
Descriptions of window fields are shown in bond italics. Example: Frequency dropdown list field.
The options which can be selected in a list are shown in bold. Example: Select all.
The hierarchy of menus, commands, panes, sub-panes, boxes and fields is shown by slash (/)
separators. Where reference is made in the text of the manual to a particular function or one of its
sub-divisions, it is mentioned giving the corresponding access path.
Example :
We consider it more concise to say "the journal code selected here will be copied to the Processing/Accoun-
ting update/Journal code" field, instead of "the journal code selected here will be copied to the Journal
code field of the Accounting update command of the Processing menu".
Each title concerning the description of a command is followed by the path for accessing this
command: Menu/Tree menu (where appropriate)/Command.
Dates must be input in all cases (unless specifically indicated to the contrary in a program) in the
numerical form DDMMYY with no separators. Date fields are accompanied by a calendar,
operation of which is described in the Common Manual.
Files and folders (or directories) are shown in upper case. Example: COMPTA BIJOU.MAE file in
the MAESTRIA folder.
Where you are looking for explanations concerning a particular function, you should look in the contents
pages at the beginning of this manual.
3 Comments are indicated by a pointing hand symbol in the margin. These comments provide ancillary infor-
mation concerning the function described, and are frequently of particular importance. They should not be
ignored.
2 The points of particular importance to which we draw your attention are presented thus.
Example :
Each time we consider it necessary for comprehension of the purpose or execution of a command, we have
completed its description with examples. These examples are presented preceded by the heading "Example".
This presentation indicates to which function, other part of the program or particular manual (reference,
installation, common, etc.) you should refer for additional information.
© Sage 2006 11
If disparities exist between different versions of the program, this is indicated in the margin. The title Ver-
sion is replaced by:
Windows where a special feature particular to this system is concerned ;
the product line number in the case of functions not available.
How to use this manual
This training manual is divided into four chapters each of which includes a set of numbered lessons.
These lessons enable you to discover the basic functions of the program in a logical order of utilisation.
You can work these lessons:
either using your own accounting file after having created it using actual information (chart of
accounts, S/P chart of accounts, etc.) which you will use as basic material for working the exercises.
In this case, the operations proposed will not necessarily always correspond to elements which we
have shown you how to create or use. You can use the Reference Manual to assist you in adapting
the examples to meet your own needs;
or using an imaginary "Diamant Vert" company, which you can create and complete with examples
described in this manual. In this case, the lessons are chained, and must be worked in the order
proposed, so as to have a minimum number of items to execute the operations proposed;
or using test files for the imaginary Bijou company supplied with the program. In this case, the
choice of items proposed is much wider, and you can get to know a substantially greater number of
functions.
In the chapter on Definition of the company, we shall show you how to interrogate the program Reference
Manual to extend your knowledge of the functions and commands used.
2 To avoid repetition, we only describe the procedure for execution of an operation once. If this opera-
tion is repeated, we refer the reader to the heading or lesson where descriptions of the operation
can be found.
Do not forget the contents pages at the beginning of the manual, and the index at the end, in which you can
find section headings and key words to assist you in locating specific information.
12 © Sage 2006
Blocked function
If you have initiated a command by mistake, and cannot see how to clear the situation, press the ESC(APE)
key. This procedure is effective for closing a function in the majority of cases.
Premature program stop
The program must be stopped using the Quit function in the File menu, or the equivalent keyboard short-
cuts described later in this manual.
If when you make a new attempt to open working files you obtain a warning message of the following kind:
"This file is already open. Use the maintenance program."
this means that a file has not been closed by the correct procedure.
To clear the situation:

1. close the Sage Accounting application,
2. activate the Adobe® Acrobat® Reader utility,
3. open the Common Manual e-file,
4. consult the explanations given concerning blocking in that part concerning the Sage
Maintenance program,
5. activate the Maintenance program via the menu Activate/Programs (or All programs)/Sage for
Windows and execute the operations described in the Common Manual
Back-up
Remember, to save your data at periodic intervals, in particular if you use the Training Manual to create your
own files.
A program can be replaced easily, but hundreds of hours of work only with considerable difficulty!
© Sage 2006 13
14 © Sage 2006
Chapter 2 – Definition of the company
This chapter contans the following lessons:
«Lesson 1 – Activating the Accounting program», page 16
«Lesson 2 – Creating your company», page 20
«Lesson 3 – Creation of accounting data», page 32
«Lesson 4 – Creation of customer and supplier S/P accounts», page 51
© Sage 2006 15
Lesson 1 – Activating the Accounting program
Purpose This lesson shows you how to start the program, and close the program when your work is finished.
Steps The steps of this lesson are:

1. Starting the program.
2. Recording the access code if this is one of your first program starts.
3. Closing the program.
4. Interrogation of the reference e-manual from the program.
Tips Remember to register the program with Sage France without delay, as the number of times you have free
access to the program is limited.
You can register by:
Internet,
post,
fax.
Starting the Sage Accounting program
Click the Desktop manager Start button and select the commands detailed below. Successive menus appear,
bringing the pointer onto the item indicated (a new tree menu opens):
Programs (or All programs for some versions of Windows) to open a new menu in which you can
select:
Sage, which opens a new menu in which you can select:
Accounting 100, which opens another small menu in which you can choose between:
16 © Sage 2006
Bijou SA: this opens the Sage Accounting program, also opening the program introduction
files supplied with the program;
Accounting 100: this starts the program and leaves you to select the working file which you
are going to use.
E-manuals: this option enables you to interrogate e-manuals recorded at the time of installation.
Refer to the Installation Manual.
Maintenance: this option enables you to activate the «Sage Maintenance» program containing
program deblocking, file enlargement and data verification functions.
Refer to the Common Manual for further information on the Sage Maintenance program.
3 The following lesson concerns creation of an accounting file. It is consequently preferable to start the
program by selecting Accounting 100.
Initial program starts – Registration and access code
A Welcome to Sage window appears when you start Sage Accounting for the first time.
This window reminds you that the number of times you can access the program is limited until the access
code has been informed.
This number is limited to 30. You can register:
© Sage 2006 17
immediately by clicking the Registration button,

later by post, completing the registration form accessible via the Help (?)/About Accounting 100
function,
later by Internet, via the [Registration] heading at the http://www.sage.fr web site.
After you have registered, an access code is sent to you by Sage France within a few days. This code must
be entered after clicking the Access code button. Access is then free and this window no longer appears.
While awaiting this code, click the Continue button. The number of times you can access is reduced by one
each time you start the program.
Interrogation of the reference e-manual from the program
The program Reference Manual is supplied in e-file form. This file can be opened from the screen,
interrogated or printed using the Adobe® Acrobat® Reader program.
Refer to the Installation Manual for further information concerning installation of this program and the e-
manual.
To open this manual on the screen, open the Help (?) menu and select the Interrogate manual function.
The Acrobat Reader program is activated automatically, and the contents of the manual are displayed on the
screen. It comprises:
The Reference Manual which describes the functions of Sage Accounting in menu order.
3 It is possible to access the documentation only by clicking the Windows task bar Activate button, and
selecting successively: Programs (or All programs)/Sage/E-manuals.
Browsing in the e-manual
Consult the Acrobat on-line help to interrogate the e-manual:

1. Open the Acrobat Reader Help (?) menu.
2. Activate the Acrobat on-line help or Reader help function, according to the version used.
18 © Sage 2006
3. Pay particular attention to the contents of the Presentation of the working field or Browsing in a
PDF document bookmark.
You will find all the explanations you require on how to browse in the manual pages on the screen.
Closing the program
Select the File/Quit command to close the program.
You can also use the following key combinations:
CTRL + Q or
ALT + F4.
It is not necessary to close all the windows before quitting the program, if you wish to find them already
open when you commence your next session.
© Sage 2006 19
Lesson 2 – Creating your company
Purpose This lesson shows you how to create the accounting file for your company with the assistance of a wizard.

1. Creation of the accounting file.
2. Definition of the company record and options, grouping data essential for accounting management
of your company: exercise, account length, definition of reporting currency, etc.
Tips Numerous functions have a wizard which details and explains the definition operations to be executed.
To obtain this advantage, you must tick ( ) the Wizard mode command in the Window menu.
Use the TAB key to go from one field to another during input.
Preliminary Start the Sage Accounting program from the Windows Start menu, as indicating in the previous lesson.
information
Creation of working files
Sage Accounting guides you through the process of creating your company with a wizard.
Start creation of your company by selecting the File/New command.
3 The wizard is active if the Window/Wizard mode command is selected, namely preceded by a tick ( ) in its
menu.
20 © Sage 2006
Company name
The fields to be modified in this window are:
Company name
Give the name of your company. In this example Diamant Vert.
Retrieval of information from the identification record

Leave the Yes option checked if information concerning the new company is the same as that recorded
during installation of the program.
Click the Next button.
Company identification
The next window is completed with information recorded during installation of the program. You can
modify this information.
© Sage 2006 21
Confirm the information by clicking the Next button.
Definition of the operating period and account length
22 © Sage 2006
Operating period dates

Define the start and end dates for your operating period.
Account length
We recommend you to leave the value 0, enabling you to enter accounts of "variable" length. You can then
fix the length of each account individually on its creation.
3 An operating period can be set at two civil years, but must not exceed 36 months.
Account length is between 3 and 13 characters.
Reporting currency
This window is used to define the reporting currency in which you will keep your accounts.
© Sage 2006 23
Reporting currency
The euro is proposed by default.
Leave this value checked if your reporting currency is the euro.
If you do not use the euro, click the Other box and record the description of the applicable currency.
3 There are two types of currency: equivalent currency which enables you to keep your accounts by
reference to another currency ( US dollar for example), and reporting currency. The two currencies are
mandatory. They can be different unless your company belongs to the euro zone. In this case, both must be
the euro.
Definition of reporting currency
If the euro is not your reporting currency, a window opens to input the characteristics of the currency
concerned.
Reporting currency characteristics

Complete the fields of this window with the characteristics of the currency concerned.
24 © Sage 2006
Retrieval of existing accounting data
Do you wish to create your file from a standard model?

This window enables you to select from the following options:
Yes, the file will be ready to use: the file is created by copying the model file supplied as standard.
Final update of information will then be performed using the About... function.
Account types are defined by default in the program with conventional accounting values.
Example
Supplier accounts use root 401.
Customer accounts use root 411.
Bank accounts use root 512, etc.
Yes, with partial selection: you can retrieve existing accounting data, such as accounts, VAT rates,
journal codes or input models from the model file supplied with the program.
No, definition will be conducted manually: the file created contains no structural data.
© Sage 2006 25
Creation of the accounting file
Creation of the accounting file from the standard model allows automatic definition of general accounts,
journal codes, tax rates and models.
Record the name and storage location of the accounting file to be created, clicking the Browse button. The
Create accounting file dialogue window opens.
26 © Sage 2006
Select the storage folder (or directory), and enter the name which you wish to give your file (in our example:
Diamant Vert).
3 The file storage folders (or directories) depend on the operating system used. Refer to the Reference
Manual or Installation Manual for the program to determine their location.
2 The Capacity in kb field is used to specify the required size of the accounting file to be created. Take
care not to select a size which is too large. In this case, the file would occupy hard disk space
unnecessarily. We recommend that you leave the value proposed. The file will grow automatically in
step with increasing needs.
Click the Record button. You then return to the Creation of the accounting file screen.
Click the End button. The accounting file has been created.
© Sage 2006 27
Sage Accounting working window
The functions in the Sage Accounting working window which were previously dimmed, are active and
available.
The different parts of this window are:

1. Title bar giving the name of the program and the working file open.
2. Menu bar giving access to all program functions.
3. Standard toolbar (on left) used to activate all functions common to Sage applications.
4. Browse toolbar (on right) used to activate all basic functions: creation, interrogation, modification
and deletion of items, search, etc.
28 © Sage 2006
5. Vertical bars with buttons used to activate the principal functions of the application in process.
Click the toolbar titles to access functions grouped by centre of interest. These toolbars can be
masked to enlarge the workspace.
6. Workspace in which all the windows opened by program functions appear.
7. Working window open.
8. Status bar at the bottom of the screen, providing information concerning certain operations in
process and the current monetary unit.
The Browse toolbar appears by default at the top of the screen, with the following principal buttons:
Add
Interrogate
See/Modify
Delete
Find
Go to
Details of how these buttons are used are given below.
The Standard toolbar is adjacent to the Browse toolbar, and is present in all Sage Line 100 programmes.
The various functions accessed via the Standard toolbar are described in detail in the following lessons.
© Sage 2006 29
Informing Concerning your company window
The Concerning your company function window is used to input data concerning your company
(identification, accounting and tax values and working options). These values must be recorded before any
other input.
To access this window:
Select the File/Concerning your company command.
Click the Standard toolbar Concerning the file button.
The various tabs are partially completed with information input on creation of files, or default definitions.
They must be completed with care to adapt the program to your particular needs.
The Initialisation tab recapitulates reporting currency, equivalent currency, exercises and account
length, and enables you to indicate whether you apply the IFRS standards.
The Contacts tab is used to record the names of the various contacts in your company.
The Parameters tab is used to define the tax registers and generate opening balances and bank
reconciliations.
30 © Sage 2006
The Preferences tab is used to inform data input and import parameters.
The Tax tab groups data concerning taxes (returns, entry updates and tax office address).
The Matching adjustment tab is used to record data required for various adjustments concerning
payment, conversion or exchange differences.
The Accounting sync tab is used to record values required for Internet communication, in
particular in connection with data exchanges with your accountant.
The Options tab.
© Sage 2006 31
Lesson 3 – Creation of accounting data
Purpose This lesson shows you how to create accounting data required for your management tasks.

1. Creation of general accounts.
2. Creation of rates for automatic recording of tax amounts.
3. Creation of journal codes for creating sales entries.
4. Creation of banks with which bank accounts have been opened.
5. Creation of S/P accounts.
Preliminary It is preferable to activate the Wizard mode for working this lesson. Proceed as follows:
information
1. Open the Window menu.
2. Check that the Wizard mode command is preceded by a tick ( ). In the contrary case, select this
command.
Tip You can use the General accounting toolbar for this lesson.
To display this toolbar:

1. Start the Window/Customise interface command.
2. Select the Toolbar tab and position the cursor on General accounting.
3. Click the Display button: General accounting is now preceded by a tick.
4. Click OK.
32 © Sage 2006
You can click and slide the toolbar to change its position.
Tips on creation You can create accounting data by copying existing data (using the Structure/Merge function). Sage
of accounting supplies the C_MODEL.MAE file for this purpose, containing 1999 charts of accounts, and a demonstration
data company, COMPTA BIJOU.MAE, with a substantial amount of accounting data already informed
(accounts, VAT rates, journal codes, etc.). This information can be copied in full or in part.
Program restart
Start the File/Open command and select the file you have created, or the DIAMANT VERT.MAE file, for
practising with a fictitious company.
3 If you have difficulty finding the file storage folder, refer to the Installation Manual which provides detailed
information on the subject according to the operating system used.
Creation of general accounts
Open the list of general accounts. Proceed in one of the following ways:
Menu bar Structure/Chart of accounts command
General accounting toolbar Chart of accts button
Entry input vertical bar Chart of accounts button
© Sage 2006 33
The list of accounts is not empty as retrieval of basic accounting data was requested on creation of the file.
This list contains the accounts used for routine accounting management. You can keep these accounts, adapt
them to meet your management requirements or delete them (if they have not already been activated).
There are a number of ways of displaying the creation window for a general account (these options are
proposed for the creation of any accounting data):
Menu bar Print/Add command
Vertical bar Create general account button
Browse toolbar Add button
General accounting tool- Create general account button (the list of accounts need not
bar be opened)
Keyboard short-cut CTRL + J
Pop-up menu Add new data command
3 Display of the pop-up menu is obtained by clicking the right mouse button in the window. In common with
the Browse toolbar, this makes it possible to create, modify, delete, find or sort records. It is available when
the window contains an input mask or list.
34 © Sage 2006
General account creation wizard
The fields to be completed in this window are:
Number
Input 512300 in this field.
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Name
Input «Société Générale» in this field.
Validation
Leave the To validate the account and create another ticked.
2 These proposals are designed to illustrate the lesson. They should be adapted to the specific
context of your company.
The Next button records your input, and proposes creation of a new account. Now give the following values:
Number: 512310.
Name: «Banque Nationale de Paris»
Then check the To validate the account and quit the wizard option before clicking the End button.
3 Information concerning the account can be displayed by double-clicking the corresponding line in the list.
Modification of a general account
Later on we shall input a sales invoice. We must therefore inform the tax code for automatic calculation of
the tax amount corresponding to this sale.
Open the «70101900 Ventes produits finis à 19,6 %» account. Two methods are proposed.
First method
With the list of accounts corresponding to the active window, input 701. The selection is positioned on the
first account starting with this root. After positioning the cursor on the required account in the list, you can:
Double-click the line.
Click the line to select and type CTRL + M.
Click the Browse toolbar See/Modify button.
3 The active window is in the foreground. Its title bar is highlighted, and the other windows are dimmed.
Click its title bar to activate a window.
36 © Sage 2006
Second method
Click the Browse toolbar Go to button or press CTRL + T.
The Go to window opens, preinformed for the File, Field and Criteria fields:
Then enter the value 701019 in the Item field as indicated above and click OK.
The account record opens.
Under the Principal record tab:

Uncheck the Cost input option box.
Select «V19 TVA coll. Ventes à 19.6%» tax code in the Tax code dropdown list field.
Then close all windows simultaneously, pressing CTRL + F5. This operation records all modifications
made.
© Sage 2006 37
3 The dropdown list fields are used to select from a number of options. The button is at the right end of the
fields. To record values in these fields, you can:
- enter manually (the value input must correspond exactly to that recorded in the files);
- click the button and select the expected value in the list which opens;
- enter the root of the expected value and click the button. The list is reduced to the values
corresponding to the root input and is consequently easier to handle.
If you select an incorrect value, press the BS key to erase and recommence your selection.
Interrogation of the tax rate list
Open the tax rate list. You have a choice of two methods:
Menu bar Structure/Tax rate command
General accounting toolbar Tax rate button
If the default accounting parameters proposed were copied on creation of the file, the list is not empty.
In the contrary case, you must create your own tax codes, referring to the procedure described in the
Reference Manual.
Open tax code number V19 for interrogation, and double-click on the line in the list.
38 © Sage 2006
3 You can define the result of a double-click on a line, either for simple interrogation without being able to
modify, or for interrogation and modification where appropriate. The Window/Preferences command is
used for this definition.
To interrogate an item without modifying it, select the appropriate line and:
- click the Browse toolbar Interrogate button;

- enter CTRL + L;
- use the pop-up menu in the Interrogate selected item command;
- activate the Print/Interrogate command.
To interrogate an item, and modify the item where appropriate, select the line and:
- click the Browse toolbar See/Modify button;

- enter CTRL + M;
- select the pop-up menu See/Modify selected item command;
- activate the Print/See/Modify command.
These possibilities are examined in more detail below.
As you will observe:
the tax rates are identified by a code making their selection more rapid;
the tax rates are designated as "collected" or "deductible";
© Sage 2006 39
a general account is assigned to the tax rates, to which the amounts are posted when operations are
executed. The account number in this case is 44571190;
general accounts are associated with the tax rates, the amount of which is used to calculate the tax.
Account 70101900 is already displayed.
3 This list is updated in accordance with instructions received from the tax authority. For each new version of
the program, the Accounting Bijou test set incorporates the latest changes introduced by the public
authorities.
Each the time the program observes the presence, during input, of the two accounts 44571190 and 70101900
in the same document, it posts the VAT calculated on one document to the other.
Press CTRL + F4 to close the tax code and list.
Creation of journals
Journals are created as a preliminary before any input. We will create a journal corresponding to the bank
accounts created earlier.
Open the list of journals. This can be done in three different ways:
Menu bar Structure/Journal codes command
General accounting toolbar Journal codes button
Entry input vertical bar Journal codes button
40 © Sage 2006
The «Banque monnaie locale – 1» journal is proposed in the basic accounting parameters. We will delete
this journal and create a new one with an explicit code. The code cannot be modifiedafter creation.
Select the «BQ1, Banque monnaie locale – 1» journal, and click the Browse toolbar and Delete
button.
3 You can also:

- press keys CTRL + U;
- select the Delete selected elements from the pop-up menu command,
- or activate the Print/Delete command.
A journal code cannot be deleted if it contains entries for a period, even if the period is closed, for the
accounting file open.
If a message requests confirmation, reply Yes.
Proceed in the same way for the «Banque monnaie locale – 2» journal code.
Creation of a journal for the Société Générale bank
Click the Browse toolbar to Create an item (or Add) button, and complete the Journal code creation
wizard screens.
© Sage 2006 41
Journal type
Select Cash.
Code
Input code SG..
Name
Input the name Société Générale.
Cost breakdown
Leave the No option checked to prevent cost breakdown of this journal.
Then click Next. A specific cash journal window is opened.
42 © Sage 2006
Cash account
Input account 51230000 in this dropdown list field.
Type of account
Check the Contra for payments recorded option so that a payment line is generated for each entry made in
the journal.
Type of reconciliation
Check the Contra account option.
Refer to the section on Modification of a general account for further information concerning the dropdown
list fields.
Click Next. The window which opens is used to define numbering for documents recorded in the journal.
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Journal numbering
Keep the default option proposed so that the journal has its own automatically generated numbering.
Validation
Check the To validate journal code and create new code option.
Click Next to create the journal for BNP.
Creation of a journal for the Banque Nationale de Paris
The first wizard window reappears to enable you to create a second bank journal.
The fields to be modified in this window are.
Type of journal
Select Cash.
Code
Select code BNP.
44 © Sage 2006
Name
Input the name «Banque Nationale de Paris».
Cost breakdown
Leave the No option checked to prevent cost breakdown of this journal.
Then click Next. Another specific cash journal window opens.
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Cash account
Record account 51231000 in this dropdown list field.
Type of account
Leave the For end of month centralisation option box checked, so that a global payment line is generated
for all entries for the month.
Type of reconciliation
Check the Contra account option.
Refer to the section on Modification of a general account for further information concerning the dropdown
list fields.
Click Next.
The window which opens is used to define numbering for documents recorded in the journal.
46 © Sage 2006
Journal numbering
Keep the default option proposed so that this journal has its own automatically generated numbering.
Validation
Check the To validate journal code and quit wizard option unless you wish to create other journals.
Click End to create the journal.
Press CTRL + F5 to close all windows.
Definition of banks
To enable certain functions to supply bank-related parameters automatically, the information concerning the
banks must be completed.
Start this function:
either by selecting the Structure/Banks command,
© Sage 2006 47
or by clicking the General accounting toolbar Banks button.
The two banks we added in the previous exercise appear in this list, in addition to the existing banks
resulting from creation of the accounting file.
Open the Société Générale bank:
either by double-clicking its line,
or by selecting its line by a single click, then pressing CTRL + M,
or by clicking the Browse toolbar See/Modify button.
The bank record is opened.
48 © Sage 2006
The Identification pane is displayed: complete this pane with a real or fictitious address.
The Contacts pane is used to record contacts in this bank, and associated communication details.
Click the Ac ID tab to open the corresponding pane.
2 The abstract must be informed on creation of the ac ID.
To complete the fictitious account number assigned on creation of the bank account, click its line in the list
at the top of the window, and complete the Abstract, Bank code, Branch code, Account number and Key
fields with the following values:
Abstract: SG001,
Bank code: 30003,
Branch code: 00010,
Account No.: 0123456789
Key: 70
3 If you do not have an account with this bank, leave the proposed values unchanged, but record the journal
code. This will be used in a subsequent lesson.
© Sage 2006 49
Identify the Journal field bottom left, and select the code for the journal you have created (SG «Société
Générale») in this dropdown list field.
3 If you select an incorrect journal code, proceed as follows to correct your error:
- select the errored content in the field;
- delete by pressing the BS key;
- recommence your selection.
Validate (ENTER key) to save your modifications.
You can record other accounts in this same bank, inputting corresponding information in the fields
mentioned above, then validating.
Close the window by pressing CTRL + F4.
Proceed in the same way for the «Banque Nationale de Paris», which you have also created, and to which
you have assigned the «BNP Banque Nationale de Paris» journal.
If you do not have an account with this bank, you can define the following fictitious account:
Abstract: BNP01,
Bank code: 30004,
Branch code: 00743,
Account No.: 00000000100
Key: 55
Close the bank windows by pressing CTRL + F5.
50 © Sage 2006
Lesson 4 – Creation of customer and supplier S/P accounts
Purpose This lesson shows you how to create customer and supplier S/P accounts. Other S/P accounts (employees,
etc.) are created in the same way.

1. Creation and definition of customer records where your accounting file contains no accounts of this
type.
2. Deletion of superfluous data among those recorded by default in your file.
3 The procedure for creating a supplier record is similar to that for a customer record, and is addressed in a
subsequent lesson.
Tips Open the S/P acc management toolbar as indicated at the beginning of Lesson 3 – Creation of accounting
items in this chapter.
You can position this toolbar alongside the General accounting toolbar. Both will be used in the following
lessons.
Introduction You created part of your accounting base in the preceding lessons. You are now going to create your S/P
accounts (customers, suppliers, employees and other). A customer record will be created. The procedure is
exactly the same for the other types of S/P account.
If you quit the program at the beginning of the preceding lesson, reactivate following the procedure
indicated at the beginning of Lesson 3 – Creation of accounting items.
© Sage 2006 51
Creation of a customer record
Open the list of customers. You can do this in three ways:
Menu bar Structure/S/P chart of accounts

command
S/P acc management toolbar S/P chart of accounts button
S/P acc management and monitoring S/P chart of accounts button

vertical bar
The list which opens is theoretically empty.
Select one of the following methods to create a customer record when the list of customers is open:
Click the Browse toolbar Create item (or Add) button.
Press CTRL + J.
Select the Add a new item (to the pop-up menu) command.
Start the Print/Add command.
Click the S/P acc management toolbar Create customer button. It is not necessary to open the
list of customers for this method.
Click the S/P acc management and monitoring vertical bar Create customer
button. It is not necessary to open the list of customers for this method.
52 © Sage 2006
Customer record identification pane
Create your first customer based on the example below. Press the TAB key to go from one field to the next.
Press the SHIFT + TAB keys to return from a field to the previous field.
We only detail those panes which are immediately relevant for input operations in this manual. Others can
be completed using information given in the Reference Manual as a guide.
The first Identification pane is used to record S/P account identification data. An example of a customer
record is given below.
Record values for one of your customer accounts in the following fields:
Account No.: number or reference which you will assign to your customer by default. The program
proposes manual numbering (File/About.../Options/S/P account type option). This field can no
longer be modified when the account has been recorded: if you have made a mistake, you must
delete the account (provided it has not been activated) and input it again. This account number is
unique.
© Sage 2006 53
Type: dropdown list field used to select the type of S/P account in course of input (customer,
supplier, employee or other). This field dims and cannot be modified when the account has been
recorded.
Quality : name of S/P account.
Classification: field used to classify the list of S/P accounts, taking the first 17 characters of the
name by default (this number can be modified).
Attached controlling account: dropdown list field in which the controlling account corresponding
to the type of S/P account in course of input is chosen. A new account can be created by inputting
its number in this field: a confirmation message asks you to validate this creation.
Title: input the title of the individual (Mr, Mrs, etc.) or the form of the company (SA, SARL, PLC,
etc.).
Contact: name of your main contact in the company concerned.
Address, Complement, PC (post code), Town, Region, Country: fields used to record S/P account
address details.
Siret No., NAF (or APE code), Identifier No.: the titles of these fields represent the data which
they must contain. The program checks the validity of the Siret number (you can ignore the alert
message).
Telecommunication: set of fields used to input information for contacting the registered address of
the S/P account.
Then click each tab to input complementary information which will be used in your future processing
operations.
Customer record contact pane
This window is used to record your contacts with the customer.
54 © Sage 2006
Inform all the fields concerning a contact, going fromone to the next using the TAB key.
Save the contact by pressing the ENTER key when you have completed your input. The recapitulatory table
updates and integrates the new record.
S/P account record Complement pain
This pane is essential for recording transactions posted to the account during input. This is the case in
particular for payment terms.
© Sage 2006 55
Fields with particular characteristics are as follows:
Currency
This field is used to input the S/P account currency in the case of an export customer. If the S/P account
uses the same currency as yours, leave the value None.
Payment terms
This set of fields is used to define payment terms authorised for the customer. Input the following values in
the successive fields:
Balance: leave the default value proposed.
Number of days: input 30.
Payment terms: select Month end.
Payment day: (Date field) leave empty.
Means of payment: select Cheque.
Press ENTER to validate the values input.
This information tells the program that the customer mustmake its payments by cheque at 30 days end of
invoice month, and that each invoice must be settled by a single payment.
56 © Sage 2006
Customer record bank pane
This pane is used to enter the customer’s banks.
Bank address
Enter the bank address details for your customer and press ENTER.
Local
The Local option tells the program the bank code structure to be adopted for French banks. If you make a
mistake when entering bank account ID data, the program will display a message.
Customer record Solvency pane
The Solvency pane gives access to two sub-panes:
The Solvency sub-pane is used to define outstanding management for each customer, assigning a
risk code and outstanding ceiling, and to interrogate the instantaneous accounting data of the S/P
account.
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The Supervision sub-pane summarises the financial position of the company and its payment
practices.
The second sub-pane is linked to the supervision function which can be obtained via Internet. Refer to the
Common Manual for further details concerning the possibilities provided by this function.
These sub-panes are informed, in the first case on input to this account, and in the second following
subscription to the financial supervision service for partner companies.
The following illustrations are taken from the Bijou test set.
Customer record Solvency sub-pane
The particularities of the window fields are as follows:
Maximum authorised outstanding

Input customer supervision instructions in this field.
58 © Sage 2006
Entitlement information fields

These fields are informed automatically by the program according to account input.
3 The examples given above and below show youwhat you will obtain after inputting transactions on the
account, or interrogation of the supervisory entity.
S/P record Supervision sub-pane
These fields are informed automatically when you interrogate the company supervision Internet site.
3 This information is updated by clicking the Financial supervision update button.

Obviously, you must first take out a subscription enabling you to access the information provided by this
service. This button is then active.
© Sage 2006 59
Customer record Free field pane
This pane is sub-divided into three sub-panes. These are used to record various information, such as the files
containing data concerning the customer, data which can be used for calculations or documents concerning
the customer (contracts, images, etc.).
3 The appearance of one of these sub-panes requires prior inclusion of "Free information" in the company
options.
Refer to the Common Manual for further information concerning these panes.
The S/P account statistical fields are recorded in the company options.
The input field is used to assign corresponding values.
Refer to the Common Manual for further information concerning the other sub-panes.
60 © Sage 2006
Customer record Transaction totals pane
The information appearing in this pane cannot be input, and is the result of transactions recorded for the
account.
The following illustrations are taken from the Bijou test set.
Currency transactions
Select the display (reporting) currency if the account contains entries expressed in other currencies.
By default, the amounts displayed are always converted into the reporting currency.
Click the close box to close the window, and record any modifications to the customer record.
Proceed in the same way for the list of S/P accounts.
You can now record other customer, supplier, employee or other accounts if you wish. The principle is the
same.
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Deletion of superfluous accounting items
When you retrieved the accounting data, you repatriated all accounts, journal codes and tax rates contained
in file C_MODEL.MAE. However, some of these items may be of no interest to you. This is why you may
be obliged to delete a number of accounting items, such as certain tax rates, journal codes concerning banks
with which you do not deal, or accounts not used in your accounting system.
2 You cannot delete any item which has been activated by an input.
Open the list from which you wish to delete items. We will take the example of the journal codes. Open the
list following the procedure described above.
Refer to the section on Creation of journals for further information.
Select the «Banque Monnaie locale - 3» journal by clicking the corresponding line.
To delete this item:
Press CTRL + U or
Click the Browse toolbar Delete button or
Open the pop-up menu (click right on the list) and select the Delete selected items command or
Start the Print/Delete command.
If a confirmation message is displayed, reply Yes.
62 © Sage 2006
Having completed all deletions you require, press ESC to close the list of journals.
3 Use the ESC key with caution. This closes the current window, with or without saving modifications,
according to the function employed.
Proceed in the same way for all data which you do not require to avoid occupying space in your accounting
file unnecessarily.
That completes this lesson. Close all the window still open on the screen.
© Sage 2006 63
64 © Sage 2006
Chapter 3 – Routine management
This chapter deals with the following:
«Lesson 1 – Inputting an invoice», page 66
«Lesson 2 – Input by document», page 80
«Lesson 3 – Inputting an invoice payment», page 85
«Lesson 4 – Interrogation and matching of accounts», page 93
«Lesson 5 – Customising your accounting documents», page 108
«Lesson 6 – Customer reminder», page 118
«Lesson 7 – Standard accounting statements», page 122
«Lesson 8 – S/P account statements», page 128
© Sage 2006 65
Lesson 1 – Inputting an invoice
Purpose This lesson describes the diferent methods of inputting invoices: conventional or using a model.
3 This lesson concerns conventional input of accounting entries: display of the list of journals, opening a
journal and input whether using an input model or not.
The next lesson will introduce another input possibility: direct access to document input.
You will therefore be able to choose the method which you find most convenient.

1. Conventional input of an invoice by recording the invoice lines one by one.
2. Automated input of an invoice using an input model.
Tips When informing the various program windows, it is preferable to shift the cursor from one field to another
in the following way:
use the TAB key to go from one field to the next,
use the SHIFT + TAB key combination to go back to the previous field.
This procedure ensures that all automatic functions which may be linked to the input fields are executed.
If you make an incorrect selection in a dropdown list field, erase the incorrect value by pressing the BS key
and recommence your selection. This method only modifies the selection, and does not delete the corrected
value.
An S/P account can be created at the time of document input, placing a question mark (?) in the S/P account
code input field, then pressing TAB. A new S/P account record opens, in place of the selection window, for
you to inform.
Introduction This new lesson on the Sage Accounting program will enable you to experiment with document and invoice
input using different methods.
66 © Sage 2006
If you quit the program at the end of the previous lesson, restart as indicated at the beginning of «Lesson 3
– Creation of accounting data», page 32.
Accounting entry conventional input (sales invoice)
The Input journal function of the Processing menu is used to input entries.
Open the list of journals
This list can be opened in different ways:
Menu bar Processing/Input journals command
General accounting toolbar Input journals button
Entry input vertical bar Input journals button
In the window which opens, you will see that the program has generated as many journals as journal codes
have been created each month for the current operating period.
3 It is therefore advisable to delete unused journal codes. Any creation of journal codes, even during the
operating period, leads to the creation of as many journalsin the list as there are months .
© Sage 2006 67
3 The Position column is empty before any input is made. In the case of operations on journals, this column
displays the information described below in the form of icons.
Opening the entry input window
Open the Mars06 - Ventes marchandises journal :
either by double-clicking the line,
or by selecting the line and pressing CTRL + M,
or by selecting the line and clicking the Browse toolbar See/Modify button.
68 © Sage 2006
Entries are input in the input band above the column titles.
You can adjust the dimensions of the window. Refer to the Common Manual.
Customising the journal input window
The Tax code and Document reference columns must be called up if they do not appear in the input screen.
Use one of the following methods:
activate the Window/Customise list command,
or open the pop-up menu and select the Customise list command.
A definition window opens.
© Sage 2006 69
Proceed as follows to add these two new columns:

1. Click the title of the Document reference column in the left list.
2. Click the Add button.
3. Repeat the procedure for the Tax code column.
4. Click OK.
The two columns now appear in the journal input window.
Refer to the Common Manual for further information concerning list customisation.
Recording a sales invoice
Record the following invoice: your customer COURA has purchased goods subject to VAT at 19.6% for an
amount of € 252 ex. tax. Customary payment terms are applied.
Input is in three steps:

1. input of the ex. tax line,
2. input of the VAT line,
3. input of the inc. tax line.
3 Refer to the Tips section at the beginning of this lesson concerning cursor movement from field to field.
70 © Sage 2006
Ex. tax line First input the ex. tax line, informing the following fields in the input band:
input
Day: give the invoice date, for example: 1.
Document No.: the last number used + 1 is proposed automatically. Leave the value prposed.
Document reference: give the reference of your supplier, for example: VT404.
General account No.: select the account for goods sales at 19.6 % VAT (account 70101900). You
can call the list of existing accounts in different ways:
enter the account number,
press F4, or
enter account root 701 and press TAB,
then select the account in the selection window displayed, before validating or clicking OK.
The List sorted by dropdown list field is used to indicate classification order number or the
content of the account record Classification field (title in the majority of cases).
S/P account No.: not used.
Tax code: put V19 if this is not indicated.
Name: give the name, for example Fact. FCA0156.
Maturity and Journal position: not used.
Amount ex. tax: note that the cursor is positioned in the Credit column. Enter the ex. tax amount,
for example 252.
© Sage 2006 71
Validate by pressing ENTER.
VAT line Note that the VAT line corresponding to the 19.6% rate has been generated automatically. This automatic
function results from combination of the following factors:
Tax code V19 references a general account (44571190) and rate (19.6%).
This tax code has a group code (V19), used to generate one or more VAT lines in cascade on the
same ex. tax line.
Entering the Inc. Then enter the Inc. tax line informing the following fields:
tax line
Day: keep the day proposed.
Document No.: keep the number given.
Document reference: keep the reference given.
General account No.: put nothing in this field. Press the TAB key to move the cursor to the next
field. This account is copied automatically after selection of the S/P account.
S/P account No.: select customer Courage & Fils. You can call the list of existing S/P accounts in
different ways:
type the S/P account code: COURA,
press key F4 or
enter the first characters of the code: for example, C or CO and press the TAB key, then select
the account in the selection window displayed and validate or click OK.
You can detail your selection more precisely using the dropdown list fields on the bottom edge of
the window.
VAT code: not used.
Description: keep the same description.
Maturity: the maturity date is calculated automatically according to the payment terms defined for
the S/P account.
Journal position: not used.
Amount inc. tax: the document balance is transferred automatically to the Debit field.
72 © Sage 2006
Validate the input line by pressing ENTER.
You then obtain a window similar to that shown below.
Click the Close box to close the sales journal window.
Note that two icons appear in the Position column of the list of journals opposite the sales journal for March
06 :
The journal is open, which means that it contains entries. It is not closed.
The journal has not been printed.
Leave the list of journals open.
Input model help input
All input models were copied on creation of the company.
© Sage 2006 73
We will now add a new accounting entry section using an input model. Open the «ACH Achats» journal for
March 06.
Use the dropdown list Entry model to select one of them.
The list of models created is displayed. This list only contains Purchase type models.
As we shall see below, a type is associated with each input model created, as for the journal codes. In this
way, only input models of the same type are proposed from a journal (raw material purchase invoice in the
purchase journal, product sales invoice in the sales journal, etc.).
Click the «Facture Achats matières 19.6%» input model line to select.
Then click OK or validate.
The appearance of the journal window changes.
74 © Sage 2006
The input field above the column title is transformed. These input lines are those recorded in the input
model.
3 Remember that the following comments correspond to the example used as a basis for your training. If you
have created your definitive accounting file, it is advisable to record an actual purchase invoice following the
recommendations given.
2 When you use input models, we strongly recommend that you should not move the cursor with the
mouse, but use the TAB key to go from one field to the next, or the SHIFT + TAB keys together to
return to the previous field. If you use the mouse, the preprogrammed automatic functions cannot
be executed. You thus lose all the benefit which these functions can provide.
The program positions the cursor automatically in the following fields in succession:
Day: you do not need to enter the month and year as the journal period serves this purpose. Simply
enter the day: 3.
Then press TAB. The cursor moves automatically to the next input field (the next column is
ignored).
Document No.: this field is informed automatically according to journal code definition and
information contained in the input model. Leave the value proposed.
General account No.: the cursor does not position in the general account input field as this has
already been defined in the input model.
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Name: the input model gives the beginning of the description: "Facture n°". You only have to
complete this description. The description is then repeated for the following lines. Input 4040 after
the text already present in the field.
Debit/Credit: the cursor shifts according to the input model parameters, either to the debit or credit
column.
Enter value 222 in the Debit column, corresponding to the expense line.
Press TAB. The VAT rate is calculated automatically.
The cursor is now in the input field for transport cost general account 624: in our example, this
invoice does not include any transport cost, so input nothing in the account input field or Debit
column, and press TAB twice to go to the next field.
S/P account No.: the procedure for supplier accounts is strictly the same as for customer accounts.
See the explanations given for the sales invoice above. The list of S/P accounts opens on the screen.
This list is empty as no supplier has been created.

We will now create a supplier (example: JASER).
Creation of a supplier on document entry
Click the New button. The creation window under the Creation of S/P accounts title appears. The only
difference is that the type of S/P account proposed in this case is Supplier.
Record the supplier account number. Base your input on the following illustration.
76 © Sage 2006
After inputting this information, complete the other panes concerning the S/P account, including payment
terms in the Complement pane in particular.
3 The program checks that the SIRET number is valid. A non-blocking error message appears if this number
is incorrect.
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Input or select payment terms in the fields at the bottom of the screen and press ENTER.
Then click the S/P account record Close box.
Continuing input of the purchase document
You return to document input, and the supplier account is recorded automatically in the S/P account No.
field.
Press TAB. The general account associated with the S/P account is displayed automatically, and the
description of the S/P account appears at the top of the window.
Debit/Credit (S/P account line): it is not necessary to record the inc. tax amount for the document,
as the input model records the contra for the inputs or calculations made in the preceding lines
automatically.
Input of all values is now completed. You can now press ENTER to validate the document.
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Note that the program transfers the document lines to the journal.
The line which has not been informed (transport account) has not been transferred to the journal.
Press ESC to close all windows still open and close the input model, and press CTRL + F4 a number of
times if necessary.
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Lesson 2 – Input by document
Purpose This lesson shows you how to record a supplier invoice using a dedicated Accounting functions input by
document.
Input of a purchase document using the Input by document function.
Tip Dates can be entered in the fields provided for this purpose via the keyboard. Unless otherwise indicated,
you must input dates in the digital DDMMYY form with no separators.
The date fields are always accompanied by a button which opens a calendar.
The Common Manual explains how to use this calendar to select a date.
Introduction In this new lesson, we shall see how to process a supplier invoice using items recorded during the previous
lesson.
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Using the Input by document function
You can Common Manual this function in one of three ways:
Menu bar Processing/Input by document/Add

document command
Vertical bar, Entry input pane Add document button
General accounting toolbar Add voucher button
A direct input window opens.
This window is used to input or interrogate or modify documents. You will use it to input a new purchase
invoice concerning supplier JASER.
Input is in two stages, general information first followed by accounts and amounts.
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General information input
Input currency
Leave the default currency unchanged.
Journal
This list only proposes journal codes without indicating a month. Select the ACH Achats journal.
Date
Enter the date: 180306.
2 In contrast to what we have seen already for the input methods described in the previous lesson,
you must select a complete date in this case.
You can input the date via the keyboard or select it by using the calendar opened with the button associated
with this field.
Refer to the Common Manual for further information concerning the calendar.
Document No.
Leave the default value proposed.
Document ref.
Record the number of your choice, for example: FA0312.
Comment
Record the number of the supplier invoice, using the prerecorded descriptions.
Click the Call description button at the top of the window. The window opens for selection of the
appropriate description.
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Click the Facture description and OK.
3 This function is also available for conventional document input.

The descriptions are recorded in the function with the same name in the Structure menu. You can create as
many descriptions as you wish, associating a combination of keys for calling them directly from the
keyboard.
The "Facture" description has been inserted in the field of the same name. You can complete the description
by adding an invoice number, for example 4054.
You must validate (press ENTER) at this stage, to save the general information for the document and allow
input of values.
Document line input
Validation of the general information has activated the account and amount input fields. Some of these
values can still be modified, apart from the journal code.
3 When you select Currency instead of Euro, two additional columns appear for input of amounts in foreign
currency.
Lines are input as for conventional documents. Record the following values.
Remember to press TAB to go from one field to the next. Columns not mentioned below should be left
empty.
First line:
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General account No.: put 607, press F4 and select account 60701900.
Debit: put 250 and validate.
Second line:
General account No.: put 445, press F4 and select account 44566190.
Debit: the VAT amount is displayed automatically when you press the TAB key after
inputting the general account. Press ENTER.
Third line:
Press the TAB key to move the cursor to the next field.
S/P account No.: put J,press F4 and select supplier account JASER.
Maturity: this is determined automatically, according to the supplier’s payment terms, when
you press the TAB key after inputting the S/P account.
Credit: the amount inc. tax is displayed automatically at the same time as the maturity date.
Validate this line.
A message is then displayed:
Click the Yes button to record the document. The document disappears from the input screen. You can open
the purchase journal for the month of March, to check that the document has been recorded.
To interrogate the document in the input screen:
1. Press the Display/Modify document button in the General accounting toolbar: the input screen
appears.
2. Delete the default date (system date) displayed.
3. Give the document number, for example 3, in the corresponding field.
4. Validate. The document reappears and you can modify it where appropriate.
Press CTRL + F4 to close the window.
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Lesson 3 – Inputting an invoice payment
Purpose This lesson shows you how to record payment of a supplier invoice, and partial payment of the customer
invoice input in the previous lesson.

1. Opening a journal without using the list.
2. Line-by-line input of entries in a cash contra journal.
3. Global end of month input of entries in a cash contra journal.
Tips Cash journals can be defined for automatic line-by-line contra entries, as you will see during this lesson, or
for a global contra entry for the period.
Each method has its own advantages. You will decide for yourself by testing each method, keeping the one
which best matches your requirements and working practices.
Introduction In this lesson, you will see how to process a customer order. We shall use data input during previous lessons
for illustration purposes.
Payment of a supplier invoice – Input in a line-by-line cash contra journal
We will assume that we have moved forward 45 days in time.
You will use a bank journal which you have already created to work the following example.
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For further information, refer to Lesson 3 – Creation of accounting items in Chapter 2 – Definition of
the company.
Opening a cash journal
You can open the «SG Société Générale» journal for April 2005, as we saw in Lesson 1 of this chapter.
You can also use a more direct method which does not require preliminary opening of the list of journals:
General accounting toolbar Entry input button
Entry input vertical bar Entry input button
A window appears for selection of the required journal.
Select journal code SG and period avr. 06.
3 To select a journal code, you must first clear the code proposed by pressing the BS key and selecting the
required code using the dropdown list button.
In contrast, a period can be selected without having to delete the value proposed.
This difference is due to the fact that the first field is a printable dropdown list field, and the second cannot
be printed. These points are addressed in detail in the Common Manual.
Then click OK or validate. The input journal opens on the screen.
86 © Sage 2006
The cash journal input window is identical to that for the sales and purchase journals.
Payment entry input
3 If you use your own accounting file, record an actual payment following the example shown below.
Input the payment for the first supplier invoice in the following fields. Remember to use the TAB key to go
from one field to the next.
Day: give the payment date: 20.
Voucher No.: input document number 2, corresponding to the number for the purchase entry for
supplier JASER.
General account No.: skip this column to record the S/P account number directly.
S/P account No.: give the first letter of the name of your supplier, J in this example, and press the
TAB key. The S/P account selection window appears.
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The symbol in the Type column is associated with an S/P account type:
identifies a customer,
identifies a supplier.
Select the line for supplier JASER, clicking the line and then the OK button, or validate. The
supplier code appears in the column, together with the associated general account number.
Entry description: input, for example: Règlement Facture 4040.
Maturity: skip this column.
Journal position: this column is not accessible.
Debit: enter the payment amount, for example 265.51.
Press ENTER to validate the line input.
Recording the contra line
The program waits for input of the contra line to balance the journal. This contra line is also referred to as
the cash line, as it involves allocating the payment to a cash account.
The program proposes an entry in the account associated with the cash journal, account 51230000, for this
purpose.
This procedure is the result of definition on creation of the journal.
For further information, refer to «Lesson 3 – Creation of accounting data», page 32.
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Press the TAB key until the selection reaches the Entry description field to display the contra amount. This
amount then appears in the Credit column.
You can validate the line by pressing ENTER. The journal is balanced.
Click the Close box to close this journal.
Customer invoice payment – Global end of month input in a cash contra

journal
Open the BNP journal for «mars 06», as demonstrated in the previous lesson.
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Payment entry input
3 If you use your own accounting file, record an actual payment based on the example shown below.
Enter the invoice payment in the following fields. Remember to use the TAB key to go from one field to the
next.
Day: give the payment date: 30.
Document No.: leave the number 1 displayed. This is the invoice number.
General account No.: skip this column and record the S/P account number directly.
S/P account No.: give the first letter of the name of your customer, C in our example, and press the
TAB key. The S/P account selection window appears.
Select the line for customer COURA, clicking the line and then OK, or validate. The customer code
appears in the column with the associated general account number.
Entry description: enter, for example: «Règl. Client Fact. FCA0156».
Maturity: skip this column.
Journal position: this column cannot be accessed.
90 © Sage 2006
Credit: note that the program places the cursor automatically in this field as a customer is
concerned. Enter the payment amount, for example 150.00.
3 We suggest you enter an amount less than that of the invoice so that we can demonstrate how to print a
reminder letter in a subsequent lesson.
Press the ENTER key to validate the line input.
Generation of the contra line
In contrast to what occurred for the line-by-line contra journal, the program does not wait for input of the
contra line to balance the journal, but enters a contra line automatically on the last day of the month. This
is the "March 05 monthly centralisation" line in the present case.
This unique line totals the contra for all entries recorded in the journal in the account associated with the
cash journal, account 51231000.
This procedure is the result of definition on creation of the journal.
For further information, refer to «Lesson 3 – Creation of accounting data», page 32.
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Click the Close box to close this journal and the list of journals if this is open.
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Lesson 4 – Interrogation and matching of accounts
Purpose The purpose of this lesson is to:
Obtain the position of an S/P account.
Associate an invoice with its payment, in other words to match the two.
Print documents and reports relating to S/P accounts.
1. Interrogation of a supplier account from the journal input function.

2. Manual matching of entries for a supplier account using the S/P account interrogation function.
3. Dematching of the supplier controlling account.
4. Automatic matching of amounts.
5. Printout of a statement.
6. Prematching of a customer account with partial payment of an invoice.
Tips You have the following functions for matching entries:
Matching amounts where the program searches for entries the amounts of which, totalled where
necessary, balance for the same S/P account.
Matching by document numbers where the program searches for entries having the same number
and which balance.
Matching by document references, where the program searches for entries having the same
reference and which balance.
Prematching used to group entries for the same S/P account the amounts of which do not
necessarily balance.
Checking. This is a manual operation used to assign the same code to two or more entries having a
particular relationship with each other, to remind you subsequently of this link.
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Introduction Recording of purchase and sales entries is one thing. Recording of corresponding payments is another. The
functions which we shall look at in this lesson are used to reconcile the two types of transaction to ensure
they correspond. This reconciliation is obtained by matching the entries, achieved in turn by interrogating
the accounts.
Interrogating a supplier account
Open the ACH Achats journal for «Mars 06». Various methods of doing this were demonstrated at the
beginning of Lessons 1 and 2 of this chapter.
Refer to these lessons «Lesson 2 – Input by document», page 80 if necessary.
You will find the following entries:
In this window:
94 © Sage 2006
double-click the third line for S/P account JASER, and a credit amount of 265.51,
or click this line to select it, then click the S/P interrogation button.
The S/P interrogation window appears.
If no entry appears, check that the Selection of entries dropdown list field on the bottom edge of the window
does not display Matched entries. If this is the case, modify the name selecting All entries or Unmatched
entries.
3 An S/P account can also be interrogated by the Processing/S/P interrogation function.
Manual matching
Although the program proposes numerous functions for automatic matching of entries, you may need to
match certain input lines manually from time to time. The following exercise shows you how to do this.
Note that the program proposes a capital letter as matching index.
The first line must already be selected. Leave it as is. Press a CTRL key and click the third line (having the
same document number: 2). The two lines should now be selected.
Refer to the Common Manual for further information concerning selection in lists.
Then click the Match/check button.
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The letter appears opposite each line selected in the Amount matching column. If the entries have
disappeared from the window, modify the selection field on the bottom edge of the window and select All
entries or Matched entries.
An account can always be matched manually.
Close all windows by clicking their Close boxes.
Dematching an account
It is always possible to dematch an account to cancel a matching operation or for any other reason if you
wish.
Dematch the supplier controlling account attached to supplier account JASER.
The window for this operation can be open:
Menu bar Processing/Interrogation and matching

command
General accounting toolbar Interrogation and matching button
Enlarge the window if necessary.
Refer to the Common Manual for further information on how to use windows.
96 © Sage 2006
Input or select 4010000 in the field under Account and press ENTER to validate.
2 Select All entries or Matched entries in the dropdown list field on the bottom edge of the window to
display the entries.
Replace the letter B proposed as the next matching index by A in the field at the top of the window.
Click the Browse toolbar Delete button.
A confirmation message appears.
Click Yes.
3 You can also use the Cancel matching/checking button to execute this operation on a number of matching
codes.
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Refer to the Reference Manual for further information.
Automatic amount matching
Opening the list of journals
Open the list of journals as demonstrated above.
Refer to «Lesson 1 – Inputting an invoice», page 66 for further information.
Open the «ACH Achats» journal for «Mars 06», and mark the line for supplier JASER having document
number 2.
Click the line found to select it.
Opening the S/P account interrogation window
Open the S/P interrogation window as demonstrated above.
98 © Sage 2006
For further information on opening this window, refer to the section on «Interrogating a supplier
account», page 94.
The S/P interrogation window opens.
The entries posted to this S/P account are displayed.
Before matching, adjust the width of the columns in this window where necessary using the mouse.
Refer to the Common Manual for further information concerning the use of windows.
Activating automatic matching
The program offers you a choice of three automatic matching methods, either by amount, document number
or document reference. To start with, we will execute a matching operation by amount.
Automatic matching must be authorised for the account concerned. This is defined via Structure/Chart of
accounts.
Check that automatic matching is authorised for S/P account JASER.
Activate the go to function :
either by clicking the Browse toolbar Go to button,
or by selecting the Edit /Go to command,
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or by pressing CTRL + T.
A window opens. Define this window as indicated below.
Click OK or validate. The S/P account record appears.
Click the Complement tab.
Make sure that the Automatic matching box is checked, and check if this is not the case.
Close its Close box to close the S/P account window.
100 © Sage 2006

Having returned to the S/P account interrogation window, click the Automatic matching button.
The Automatic matching window is displayed.
Do not modify the default values proposed. We shall use these values for matching, and in particular for
matching by Amount.
The account proposed is the one you were interrogating. This can be modified if necessary, but that is not
the case here.
The date band for transactions to be matched covers the operating period currently open by default. Keep
these dates so as to match the entries recorded during this year.
Matching power determines the maximum number of lines which the program will look for to associate and
match . The proposed value is One: the program will search for a maximum of three contra entries for each
transaction.
Use the dropdown list field to select the power Three if one of the S/P accounts has more than three entries
to be reconciled. This power makes it possible to match up to nine entry lines with each other.
The Quick matching of balanced accounts check box is used to request matching of the account by the
same letter when balanced. Do no change the proposed default value.
Do not modify the last Activate matching adjustment option either. In the case of a difference on
reconciliation of invoices, credit notes, downpayments and payments, this function is used to generate
balancing entries according to values defined in the File/About… command.
Then validate or click OK to activate the operation.
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Where there are a large number of entries, the program displays an information screen indicating the state
of progress with the work, and the interrogation window then reappears.
The entries present in the window have disappeared. You must request display of the matched entries to see
them again. Select All entries or Matched entries in the Entry selection dropdown list field on the bottom
edge of the window for this purpose.
Capital letters are used for matching in all cases.
Check that the amounts balance.
Printing an SP account statement
Print a statement for supplier JASER.
Click the Print statement button. A definition window opens.
102 © Sage 2006

Take care to modify the content of the Matching field to All entries.
Statements are printed from a document model. Various types of model are proposed, and you can adapt
these to meet your particular needs.
Validate or click OK. A window opens for selection of a printout model.
3 The statement models are in the EXTRAITS folder (or directory) located in the DOCUMENTS STANDARDS
folder.
The Installation Manual will tell you where these folders are located on your hard disk, according to the
operating system version you are using.
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Select the model with the name «EXTRAIT TIERS BASE.BMA» and click the Open button or validate.
The printout window opens.
3 The appearance of this window depends on the printer you are using.
Print preview
All Sage program printout functions make it possible to interrogate the document printed on the screen,
before or in place of hard copy printout.
Click Print preview to check this option. Decheck the Print cover page option if this box is checked.
3 This last option prints a page in which the selection criteria are recapitulated.
Click OK.
Click the page to enlarge. The pointer takes the form of a magnifier.
Browse with the scroll bars. Click the page again to return to initial display size.
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For hard copy printout of a document displayed on the screen, click the Print button on the bottom edge of
the window.
Close the print preview window by pressing the ESC key or clicking the Close box.
You can execute the same operations and select the «EXTRAIT TIERS DEVELOPPE. BMA» model,
which prints a document containing additional information on transactions (foreign currencies used in
particular).
Pre-matching
Pre-matching is used to prepare for subsequent matching by assigning lower case letters to those lines of
the document the amounts of which do not balance.
Execute this operation on the account of the customer having only partially paid its invoice.
The S/P account interrogation window must always be open on the screen. Double-click the name of S/P
account JASER and clear by pressing the BS key.
Write or select code COURA in its place, and validate.
3 If the window is empty, select All entries in the selection field on the bottom edge of the window.
All entries recorded in the S/P account appear.
The two entries have the same document number but their amounts to not balance. You must carry out
automatic matching by document number.
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You must first indicate the processing operation you wish to execute.
Click the Select processing button. A definition window opens.
Select Amount pre-matching in the Type dropdown list field, and click OK or validate.
Now click the Automatic matching button. The Automatic matching window opens.
Click the Type dropdown list field to select Invoice No.
Validate or click OK to activate matching.
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Note that entries having the same document number are now matching, but with a lower case letter as their
amounts are not balanced.
Click the Close box of all windows still open on the screen.
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Lesson 5 – Customising your accounting documents
Purpose This lesson shows you how to customise your document printout models. The layout functions are used for
this purpose.
1. Retrieval of an existing reminder letter model to adapt this model to meet your specific
requirements.
2. Insertion of a variable field.
3. Modification of the position of a field and character fonts.
4. Creation of a date type format.
5. Insertion and positioning of a text field.
Tip Customise all your documents: statements, reminder letters, accounting reports (day book, ledger, trial
balance, etc.).
The number of layout models is not limited.
If you use headed paper, the layout function enables you to adapt your documents to your letterhead.
Introduction If you quit the program at the end of the previous lesson, restart as indicated at the beginning of «Lesson 3
Activating the layout program
If the standard report models supplied in the Sage Accounting program do not meet your requirements in
full, you can customise these models as necessary.
108 © Sage 2006

As an example, we are going to see how to customise your company letterhead in a reminder letter model.
Activate the File/Layout command.
3 You can also activate this function by clicking the Standard toolbar Layout button.
The layout program window appears.
Activate the File/Open command in this new window.
Select the REMINDER.BMA model and click the Open button.
This model is in the PAY REMIND folder (or directory) located in the STANDARDS DOCUMENTS
folder.
3 Remember that the Common Manual tells you where the documents are located according to the operating
system you are using.
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2 To keep your standard model, you should save this model immediately under another name.
Use the File/Save as command and give a new name of your choice, such as: Reminderl2.bma.
2 It is best to work exclusively on copies of the original models supplied. These can serve as originals
for all your subsequent adaptations.
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Enlarge the window to the maximum, and use the scroll bars to interrogate this document. You will see that
it comprises text, boxes and special fields, comprising rectangles the content of which is underlined. These
rectangles correspond to variable fields, namely fields where the program inserts values taken from the
accounting files on printout.
Select one of these fields at random and click twice on it.
3 When executing this operation, take care not to shift the field in question as this would distort the layout of
the document. If this happens, close the document by pressing CTRL + F4, and reply No to the invitation to
save. Then reopen the document.
This window is used for definition of the variable fields.
File and Field are used to select the file and field the content of which is to be printed.
The Format list is used to select a printout format.
Close this window by clicking the Cancel button or pressing the ESC key.
3 As regards the character font, and the size or form of the letters, you merely have to select the field, then
choosing as required in the Characters menu.
Tool palette
This palette is open by default. Select the View/Mask tools or View/Display tools to mask or redisplay the
palette.
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All commands to which the palette gives access are also available in the Tools menu.
Click the tool palette title bar to shift the palette:
Creating a new field
Add the time at which printout occurs to the printout date.
First, identify the field to the right of "date" where the printout date will appear.
Then click the tool palette Variable field button or activate the Outils / Zone variable command.
The mouse pointer is transformed into a cross when it passes over the document.
Using the pointer, draw a small rectangle under the field on the right of "date" and of the same size.
Position the pointer in one corner, press the mouse button and move to the diagonally opposite corner. It
does not matter if the rectangle is too big or too small as you can modify its size and position later.
The definition window with which you are familiar is displayed as soon as you release the mouse button.
Select the Stat. purp file in the Fichier dropdown list field. Report object is normally proposed by default.
This file is used to insert information concerning the document itself (application name, printout date and
time, etc.).
Then select the Print time field in the Champ dropdown list field.
112 © Sage 2006

Click OK to validate.
Modifying the position of a field
Complete this exercise by positioning the field in the right place, and recording the printout characters.
Note that the variable field which you have just created is now displayed on the screen in the position where
you drew it.
Note also that small squares are placed at the four corners. These are the "handles" which indicate that the
field has been selected ( consequently all modifications which you make will apply to this field), and are
used to dimension the field.
Select the Selection (arrow) tool in the Outils palette. This is used to shift and dimension layout objects.
3 If the field you have inserted is entirely black, display the Motifs palette by selecting the «Vue / Afficher les
motifs» command, and click the white box top right of the window displayed.
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The appearance of the field is then identical to the other fields. The field can be filled with the required
pattern.
With the Print time field still selected, open the «Caratères» menu and select the «Polices…» command.
Choose Arial which is the font used by the program documents, Normal font style (or Standard according
to the operating system version used) and size 9 if these values have not already been proposed.
Click OK to validate.
If this field is not aligned correctly with the date field, click the centre of the field and slide until the left
edge of the box is aligned with that of the field above.
To modify field dimensions, click a handle and slide . It is not essential for the field text to be fully visible.
It is only necessary for the size of the field to be adequate to ensure that the information which it contains
is not truncated, according to the size of the characters used.
Creating a format
Now create a new display format for the date which is just above. You want to print the day, month in full
and year in full. This format does not exist and you are going to create it.
Click twice in the field «Stat. purp. Print date». The field definition window opens.
To create a format, you must first select one which already exists.
Find the format in the list which represents mmmyyy. In program language, this format corresponds to
display of the month in letters and the year in four figures, but not the day which you are going to add.
Click this format and observe that it is copied to a field at the bottom of the screen.
Complete this format so that it appears in the form ddmmmyyy.
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Click the Add button to insert this new format in the list, and OK to save.
Adding a text
The last operation you can perform is to add "at" to the left of the field containing the print time.
First select the Text tool in the Tools palette.
Click under "date" with the pointer, to insert the text input cursor and type "at".
3 No cursor appears when you click the Text tool. However, the characters written on the keyboard are
displayed in the position where you clicked.
You may then have to shift the text you have just input to adjust it to the Print time field.
Select the Arrow tool Tools palette, and proceed exactly as described above for positioning the Print time
field.
3 It does not matter if the "at" and Print time fields are superimposed.
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You can modify the signatory name in the same way.
3 The layout tools propose a Calculated objects heading type. These objects are used to input a calculation
mode for management of additional fields in the layout. The additional fields are calculated and then printed.
Activate the File/Record command to save the document you have just modified.
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Then click the Close button to the right of the toolbar or press CTRL + F4 to close the document.
This completes our layout example. You can adapt it to other documents as you wish.
Select the command File/Quit or press CTRL + Q to close the layout function.
The Sage Accounting application window reappears at the front of the screen.
Close any windows still open on the screen.
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Lesson 6 – Customer reminder
Purpose This lesson shows you how to print a customer reminder letter.

1. Activate printout command.
2. Select a printout model supplied with the program, or defined by you in the previous lesson.
Tip Document models are stored in folders (or directories) on the hard disk which depends on the Windows
operating system version used.
You will find the path for accessing these folders in the installation manual supplied with each version of
the program.
Introduction In this lesson, you will send a reminder letter to a customer which is late with its payment.
Printing a reminder letter
Move forward a few weeks in time.
We will assume that you are in the month of May, and that your customer, COURA, has not yet paid the
balance of an invoice for which payment is due.
118 © Sage 2006

Activate the command for printing the reminder letter:
Menu bar Processing/Reminder/statement command
S/P acc management toolbar Reminders/statements button
This command is used to select and print customer reminder letters and statements. It is also used to print
statements for suppliers and other types of S/P account.
The Type dropdown list field is used to select the type of report to be printed:
Reminder (proposed by default): with this option you print reminder letters for all unmatched
entries for which payment is overdue.
Statement: this option prints a statement of all entries or accounts selected.
Leave the default values proposed in the selection window, and click OK or validate.
Display of reminder letters
A Display reminders window opens.
© Sage 2006 119

This window displays the list of entries for which reminders are required. The invoice on customer COURA
and its partial payment are also displayed.
Leave the two lines ticked ( ) in the Reminder position column so that the partial payment is taken into
account in the reminder letter and reduces the total amount due.
Click the Print reminders/statements button.
Selecting the document model
The model selection window opens.
120 © Sage 2006

Select the layout model you defined in the previous lesson.
The name of this model is REMINDER2.BMA and will be found in the PAYMENTS REMINDERS folder
(or directory) located in the STANDARD DOCUMENTS folder.
The printout definition window opens.
You can obtain a print preview by checking the corresponding box, or activate hard copy printout.
Close all windows still open.
© Sage 2006 121

Lesson 7 – Standard accounting statements
Purpose This lesson shows you how to print the principal periodic accounting documents.

1. Print input day book.
2. Print journal.
3. Print trial balance.
4. Print ledger.
Tip The majority of these statements are grouped in the Stat menu.
Certain statements specific to Process menu commands must be activated directly in the function which
generates them. This is the case with reminder letters which we saw in the previous lesson.
Certain statements can be activated either from the Stat menu or a Process menu function.
This is the case with the day book which we shall print in this lesson.
Introduction The basic accounting documents printed are day books, journals, ledger and trial balance. This lesson will
show you how to obtain these documents.
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Printing an input day book
A day book is a document used to establish a written trace of input for a period in a data journal.
To activate day book printout:
Menus bar Statement/Day book

command
Journal input window Print day book button
Accounting and tax statement vertical bar Day book button
Day books can be printed using a standard model supplied with the application, or from a fully user-
definable model using the layout tool.
Refer to the Common Manual for further information.
A selection window appears.
The default dates proposed cover the complete operating period. The program prints as many pages as there
are journals containing entries.
If you only wish to print certain journals, make the appropriate selections in these fields.
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Click OK to validate the default values proposed. The printout definition window opens.
You can click the Print preview option to display the result to be printed on the screen. For hard copy
printout of the day book, do not select this option. Click OK or validate with the ENTER key.
3 If you select print preview, scroll the day books using the vertical scroll bar.
Printing a journal
The journals can be printed from a function reserved for this purpose in the Stat menu.
Select the Stat / Journal command. A tree menu is opened.
Select Journal.
Menus bar Statement/Day book

command
Finan. and tax statements vertical bar Accounting journals button
Journals can be printed using a standard model supplied with the application, or from a fully user-definable
model using the layout tool.
Refer to the Common Manual for further information.
The selection definition window appears.
124 © Sage 2006

The default dates proposed cover the complete operating period. The program prints as many pages as there
are journals containing entries.
If you only wish to print certain journals, make the appropriate selections in these fields.
Leave the default values proposed and click OK or validate. The printout definition window opens.
Check the Print preview option. Hard copy printout is required to observe the impact of printout on journal
display.
Click OK. Four pages are printed.
When printout has been completed, open the list of journals and observe that the four journals now contain
a new icon on their lines.
Refer to the section on «Open the list of journals», page 67 of this chapter to see how to open the list of
journals.
3 This icon does not appear if you have only selected print preview, as the journal is not considered as having
been printed.
Press CTRL + F4 to close the list of journals.
Printing a trial balance
The trial balance, together with the ledger which we shall consider later on, is one of the conventional
accounting statements.
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The following printout options are proposed:
Menu bar Statement/Trial balance command
Accounting and tax state- Trial balance button

ments vertical bar
Leave the default values proposed and click OK or validate.
Refer to the Reference Manual for further information.
The printout definition window opens.
Refer to the previous printout operations for information concerning this window.
You can select print preview or obtain hard copy printout as you choose.
Printout is on a single A4 page.
126 © Sage 2006

Printing a ledger
After with the journals and trial balance, the third conventional accounting document is the ledger. You can
use the following options to print this document:
Menu bar Statement/Ledger command
Complementary and tax Ledger button

statements vertical bar
Keep the default values proposed by the program in this case also. Click OK or validate. The printout
definition window opens. You can select print preview or hard copy printout.
Hard copy printout is on one A4 page.
Close all windows still open.
© Sage 2006 127

Lesson 8 – S/P account statements
Purpose This lesson shows you how to print the principal statements concerning S/P accounts.

1. Aged trial balance printout.
2. Maturity statement printout.
3. S/P account trial balance printout.
Tip All statements considered in this lesson must be activated from the Statement menu.
S/P account statements are grouped in a tree menu for easy access.
Introduction You can print the Ledger or trial balance for S/P accounts in the same way as for the general accounts. This
is particularly advantageous if you use controlling accounts and an auxiliary chart of accounts for S/P
accounts, and not general accounts for each one. This is the definition option proposed in particular in the
Bijou introductory file.
Aged trial balance
This enables you to print a forecast statement of future customer and supplier maturities, broken down by
definable date bands.
Activate the Statement/Aged trial balance command. A simplified selection window opens.
128 © Sage 2006

We will assume that the current date is 31 March 2006, and that you wish to check customer invoices for
which full payment has not yet been made. Input the values summarised in the following table.
Field Value
Trial balance date 310306
From entry date 010306
To entry date 310306
General account No. from/to Leave empty
Account type Cust
Other fields Leave default values proposed
The names of the fields to be informed must be sufficiently explicit for you to be able to identify them
subsequently.
Note that the By date of field is used to sort documents according to their entry date or maturity date.
The Period field at the bottom of the window corresponds to periods expressed in numbers of days. By
default, these propose documents having matured 30, 60 and 90 days earlier.
Click OK or validate when these values have been set.
© Sage 2006 129

The printout definition window opens. You can select print preview, following the procedure already
described .
When printout has been completed or the display window closed, the screen is ready for another operation.
Tickler file
The aged trial balance is used in particular to identify customers late with their payments. The maturity
schedule is used to indicate supplier payments to be made in the next few days.
Activate the Statement/Tickler file command.
A simplified selection window is opened. For practically all commands contained in the Statement menu,
selection is first proposed on a simplified screen, and if you then wish to select in greater detail, in a
selection format offering a wider choice of selection criteria.
Refer to the Common Manual for further information on selection formats.
As before, we will assume that current date is 31 March 2006, and that you wish to identify those supplier
invoices to be paid in the near future.
130 © Sage 2006

Input the values summarised in the following table.
Field Value
From entry date 010106
To entry date 310306
Other fields Leave the proposed default values
Here again, the names of the fields to be informed must be sufficiently explicit to enable you to identify
them subsequently.
Click OK or validate when definition of these values has been completed.
The printout definition window opens. You can select print preview following the procedure already
described .
Note that presentation of the document is substantially different from that in the previous case. If you prefer
a periodic summary table (monthly in the case of default definition), use the Aged trial balance command
and select Suppliers to obtain a maturity schedule in the form of a table.
The screen is ready for another operation when printout has been completed or the display window closed.
S/P account trial balance
Select the Statement/S/P account statement command. A tree menu is opened.
Select the S/P account trial balance command in this menu. A simplified selection format opens.
© Sage 2006 131

Leave the dates proposed to obtain a statement for the complete operating period, but select Customer in
the S/P type field to check the customer account balance. Leave the other fields at the default values
proposed.
Click OK or validate and execute hard copy printout or display on the screen. You will see the pending
payments immediately.
132 © Sage 2006

Chapter 4 – Periodic processing
This chapter covers:
Lesson 1 – Client-accountant communication, page 131,
Lesson 2 – Manual bank reconciliation, page 136,
Lesson 3 – Tax return, page 143,
Lesson 4 – Year-end operations, page 148.
© Sage 2006 133

Lesson 1 – Client-accountant communication
Purpose This lesson shows you how to exchange data with your accountant.

1. Verification of the settings required for this communication.
2. Generation of an e-file containing the data.
Tips You can use the Advanced functions toolbar in this lesson.
Refer to «Lesson 3 – Creation of accounting data», page 32 to display a toolbar.
Click the Close box of a toolbar which you no longer wish to display on the screen.
– Activating the Accounting program», page 16.
This function enables you to exchange data or other information between two programs. You can send or
receive accounting data to or from program such as Sage Accounting or Ciel Accounting.
You can send information to your accountant reasonably quickly. Your accountant can analyse your data
and integrate it in his files, manage your folder more easily and act as your adviser more efficiently, without
waiting for the end of the tax year to analyse your financial position.
134 © Sage 2006

Verification of parameter definition
There are two ways of using this function:
E-mail transfer: you and your accountant must each have a modem and an e-mail address.
Messages are sent automatically via Internet.
E-file transfer: these files are generated, but must be transmitted by the user using the techniques
available (file modem transfer program or floppy disk sent by post).
3 To demonstrate the procedure, we shall not communicate via Internet but merely create an e-file which you
can subsequently delete without difficulty.
Before executing these operations, you have accepted the default folder (or directory) proposed on installa-
tion of the program, in which the files containing data sent or received will be stored (or you can indicate
another folder of your choice). You cannot access this service unless this has been done. You must recom-
mence installation of the program.
You informed a window concerning your accountant at the time of installation. If this is not the case, input
information in the Accounting sync pane of the company record (File / Concerning your company…
command).
To open the company record, refer to the section on «Informing Concerning your company window»,
page 30.
The modifications to be made are as follows:
Transfer direction
Select the Customer -> Accountant.
Type
Select Communication.
Means of communication
Select the E-file option.
Addressee program
Select Sage 30 & 100.
Folder No.
For example, put SAGE8890.
© Sage 2006 135

You can now close the window.
Generating an e-file
When you have informed the Accounting sync pane, you can access the Accounting sync function.
Start this function using one of the following methods:
Menu bar File/Communication command
Advanced functions toolbar Accounting sync button
Periodic processing vertical bar Accounting sync. button
136 © Sage 2006

3 If you have not defined the pane described above, and in particular the folder number, an error message is
displayed.
A wizard is available for setting up parameter definitions for your exchange.
The modification to be made in this window is as follows.
Processing
Select the operation you wish to execute (data transmission or reception). Select Transmit data for this
lesson.
Click the Next button to access the next wizard window.
© Sage 2006 137

The modifications to be made in this window are as follows.
Entry type
Select New for this exercise.
Entry date
Leave the operating period dates proposed.
Closing entries sent

You should reply Yes. Entries input in 2006 are then closed. Only journals containing entries will be
closed.
Structural items to be exported

Only check these boxes if you wish to send items such as new customers or supplier accounts which your
contact does not possess in his files.
2 Transfer of general accounts, S/P accounts or journal codes is only possible if this has been
expressly requested by checking the corresponding boxes. Definition parameters can be set in the
File/About.../Preferences pane Import update field. This has no impact on transfer. Only new items
are created.
Click End to start generation.
138 © Sage 2006

The program does not ask you for the name to be assigned to the file or its storage position, as all these ope-
rations are executed automatically. The file generated is stored in folder: C:\Documents and Settings\All
Users\Application Data\SAGE\Communication\Sent.
Refer to the "Installation Manual" for further information regarding the location of these folders accor-
ding to the Windows version you are using, and the "Reference Manual" for the name assigned to the file.
Press CTRL + F4 to close all windows still open.
© Sage 2006 139

Lesson 2 – Manual bank reconciliation
Purpose This lesson shows you how to reconcile entries included in bank statements received from your bank at pe-
riodic intervals, with the entries recorded in your accounting file.

1. Execution of a manual bank reconciliation.
2. Verification of bank statement balances.
3. Printout of the reconciliation statement.
Tips Line 100 includes a function for automatic bank reconciliation.
Introduction You receive statements from your banks at periodic intervals, and you then compare the entries in these sta-
tements with those recorded in your accounting system. The program has a command which you can use to
execute this operation very easily.
140 © Sage 2006

Opening the bank reconciliation window
To execute the reconciliation operation, start the function using one of the following methods:
Menu bar Processing/Manual bank reconciliation

command
General accounting Manual bank reconciliation button

toolbar
Periodic processing Manual bank reconciliation button

vertical bar
3 The columns illustrated above may not be visible on your screen, or on the other hand, some columns may
appear which are not illustrated here.
Presentation is user-definable for the majority of list windows.
Refer to the program "Reference Manual" for further information.
The window displayed enables you to select a journal in the Journal code field. This can only be a cash
journal. The list which opens when you click the dropdown list field button proves this, the list being limited
to bank and cash journals. Select the journal for bank SG. Validate to display the entries.
The default entries proposed are those which have not yet been reconciled. This consequently concerns bank
transactions to which no cash documents are attached.
© Sage 2006 141

Initial reconciliation
You must now record the bank statement references. Press the TAB key to move the cursor to the Cash vou-
cher field.
Enter the number of the bank document concerned: «Extrait 300405» and validate.
3 Validation of this document reference input is extremely important. The reference manual will show you that
this enables the program to check whether you have already commenced reconciliation of entries in the
statement concerned, and if so, to enter amounts already reconciled and those awaiting reconciliation.
In our example, we assume that the statement you received only mentions the supplier payment entry posted
to this bank.
Date Nature of transaction Debit Credit
Previous balance 0.00
220406 Cheque 25987 265.51
Totals 265.51
Balance 265.51
3 In our example, the journal contains a contra on each line, and reconciliation is made on the contra account.
In this case, it is the S/P cash contra account lines (41100000 and 40100000 respectively) which are
displayed.
Check the list for lines showing the same amounts as the transactions referenced in the statement received
from the bank.
2 Columns reversed by comparison with the statement columns.
The SG journal (serving as our example in this exercise) has been set for reconciliation on the contra ac-
count. It must therefore be remembered that the entries recorded in your accounting journal and displayed
in this window are reversed by comparison with the documents received from your bank.
This definition is done on creation of the cash journal in the Journal code reconciliation field, and cannot
be modified once entries have been input.
For further information, refer to the section on Creating journals in Lesson 3 of Chapter 2 – Definition of
the company.
142 © Sage 2006

When you have found a line the amount of which corresponds, click this line with the mouse and
on the Mark button. In our example, select the only line recorded.
Note that the Cash voucher column is then completed with the bank document reference.
This reconciliation can create a problem: you can fail to find a relation between two equivalent entries. In
this case, check that these two entries have not been summed in the bank journal.
Verification of the bank journal
Start the Entry journals command in the Process menu, and select the SG journal for April 06 by double-
clicking its line. The journal appears.
© Sage 2006 143

You will see that a "closed" icon is present in the Journal position column. This is not the result of the
reconciliation which has just been performed, but of generation of the e-file in the previous lesson.
You can request display of a column giving the references of the bank statement in the same columns of the
journal. For this purpose:
1. Click the right mouse button on the journal columns. A pop-up menu opens.
2. Click the User-define list command. The customisation window appears.
144 © Sage 2006

3. Click Cash voucher in the left Columns available column.

4. Click the Add button.
5. Click OK. The journal now contains a new column indicating the name of the statement in which
the bank transaction appears.
Press CTRL + F4 to close the journal and the list of journals.
Verification of statement balances
You have now returned to the Bank reconciliation window.
Note that the field located just below the description of the cash document contains some important infor-
mation:
the Bank doc. balance displays the balance for entries the Cash document column of which
corresponds to that input in the Document field of the bank reconciliation screen;
the Reconciliation line gives the debit and credit totals for non-reconciled entries (if you have
followed our example from the beginning, this line should be empty);
the Statement balance line represents the balance of your account, as printed at the bottom of the
statement when all reconciliations have been completed.
Printing the reconciliation statement
The Print reconciliation button is used to start printout of the reconciliation statement. This sta-
tement gives the list of entries not yet reconciled, and those which you have just reconciled.
© Sage 2006 145

A definition window opens when you press this button.
The Input date from/to fields are used to select the content of the statement according to entry input date.
Do not give any date so that the program will take all non-reconciled entries into account.
The Entry type dropdown list field is used to select reconciled entries or unreconciled entries. Chnage the
selection to Reconciled entries.
The Vouch from/to fields are used to select the documents to be printed by number. Input nothing.
Click OK to validate the selections and start printout. You can select a print preview.
You can now close the command, clicking the Close button on the right of the title bar or pressing
CTRL + F4.
146 © Sage 2006

Lesson 3 – Tax return
Purpose This lesson shows you how to define and print the tax return to be made at periodic intervals.

1. Preliminary parameter definition.
2. Input of constants.
3. Preparatory statement printout.
4. Update of tax entries.
Tips VAT return heading parameters are stored in the PARAM.BCR file, accessible from the Statement/Tax re-
turn function using the BCR parameters button.
The program provides for pre-recording the type of official (CERFA) form and general accounts used for
reporting VAT entries from the File/About.../Tax pane fields.
Preliminary parameter definition
You must first inform the Tax pane of the company record.
Start the File / Concerning your company command.
© Sage 2006 147

For further information on starting this function, refer to the section on «Informing Concerning your
company window», page 30.
Open the Tax pane by clicking the corresponding tab.
3 VAT general account 44583000 must be created before recording this window.
The parameter definition proposed above corresponds to a request for VAT reimbursement using a form.
This differs from a VAT credit. The amount of VAT to be reimbursed is mentioned in the REMB constant.
Refer to the "Reference Manual" for more information concerning VAT credits.
After recording the information requested, close this window by pressing CTRL + F4, and start the com-
mand for defining and printing this document:
Menu bar Statement/Tax return command
Accounting and tax state- Tax return button

ments vertical bar
148 © Sage 2006

This window is a simplified selection format. If you open the Statement type field you can see that the pro-
gram can print a preparatory statement or an official (CERFA) form. This requires prior definition so that
information relating to your tax office is printed in the statement. Keep to Preparatory stat for this exercise.
Input of constants
Record a constant before starting hard copy printout of this return. We will imagine the existence
of a VAT credit for the previous period. Record this credit by clicking the Input of constants but-
ton or by pressing SHIFT + F4.
An input window appears.
© Sage 2006 149

Input a VAT credit, for example for an amount of € 50, on the REMB line. Proceed as follows:
1. Click the REMB line to select.
2. Put 50 in the input field at the bottom of the window.
3. Press ENTRY to validate.
4. Click OK to record this value which then appears in the return.
Printout of the preparatory statement
Indicate the period of the year, for example 010306 to 310306, before starting printout, inputting the re-
quired values or selecting via the calendar, in the Entry date from/to fields.
Refer to the "Range Manual" for further information concerning the calendar attached to the date input
fields.
Preferably request entry details by clicking the corresponding check box. Click OK or validate. Select hard
copy printout rather than a print preview, so as to be able to execute the following update operation.
Tax entry update
A message appears following printout.This message asks whether you require accounting update of VAT
payment entries, or a VAT credit carry. Click Yes.
150 © Sage 2006

3 If you have not completed the input requested by the File/About.../Tax pane, the message advises you that
update is impossible.
You must then recommence all the operations indicated in this lesson, after updating the information
requested.
Open the OD Opérations diverses journal for March 06 to check that the entries have been made.
Check the presence of all VAT adjustment lines recorded.
Press CTRL + F4 to close all windows still open.
© Sage 2006 151

Lesson 4 – Year-end operations
Purpose This lesson describes the operations to be executed for creating a new operating period and closing the pre-
vious year.

1. Printout of year-end statements.
2. Creation of a new operating period.
3. Closing of the previous operating period and closing of the journals.
Tips It is not necessary to close the previous operating period before opening a new one.
A new operating period can be created at any time without interference with work concerning the preceding
or new year. Only opening balance entries are available when you have generated them.
Before any closing operation, you should save your files to guard against incidents occurring on closing.
Introduction Operating period closing operations are simple but numerous. They must be executed in the order presented
below.
152 © Sage 2006

Printing year-end statements
Year-end statements are obtained as follows:
Menu bar Statement/Balance sheet/Income statement

command
Finan. and tax state- BS/income statement button

ments vertical bar
A selection window appears.
Now click OK to obtain printout of the document. Define the printout dialogue window as you have learnt
to do.
Close the list of criteria, clicking the Close button to the right of the title bar or pressing CTRL + F4.
Creating a new operating period
2 This operation must be carried out before closing the previous operating period.
A new operating period can be created manually or with the assistance of a wizard which guides you through
each step of the function.
We propose using the new operating period creation wizard. Check that the Wizard mode function in the
Window menu is ticked ( ).
© Sage 2006 153

There are three ways of creating a new operating period:
Menu bar Processing/Year-end/New operating

period command
Advanced functions New operating period/OB carry button

toolbar
Year-end vertical New operating period/OB carry button

bar
The first wizard window then opens.
Processing type selection
Select the Create a new op period and generate opening balances option.
The program informs the end date of the new operating period automatically. The end date proposed cor-
responds to a 12-month year. Leave this unchanged.
154 © Sage 2006

Click the Next button to continue the procedure and bring up the next wizard window.
Generation of opening balances
A dropdown list field is used to select the journal code to which the opening balance entries will be posted.
Click this list and select the OB Opening balance journal if not proposed by default.
The next two fields are used to select the accounts carried forward. Do not make any special selection.
© Sage 2006 155

Validate the default options proposed by clicking the Next button.
Opening balance mode selection options
156 © Sage 2006

Accept the default options proposed by clicking the Next button.
Opening balance generation options
Validate the default options proposed by clicking the Next button.
© Sage 2006 157

Opening balance entry description definition
If the description of the entry generated automatically for each account carried forward meets your needs,
leave it unchanged.
Click the End button to start processing.
Refer to the program "Reference Manual" for further information concerning the creation of new opera-
ting period.
The program executes the carry operations. When this task has been completed, open the Window menu
and note the presence of the new operating period (2007) which you can interrogate. If the program detects
a state of imbalance, it will allocate the amount of the difference to a contra account (Opening balance
890000) mentioned in the opening balance journal automatically.
It is not necessary to create a new file to generate this new operating period, as the program keeps up to five
operating periods in the same accounting file.
158 © Sage 2006

Closing a operating period
An operating period must be active for it to be possible to close it. Open the Window menu and select ope-
rating period 2006.
The closing operation is used to close an operating period and archive the information which it contains.
2 You must close the journals before closing the operating period.
The files archived can always be interrogated, after opening them from the Sage Accounting program.
A previous operating period must only be deleted if:
you no longer need to interrogate the entries which it contains (this is possible however by opening
the archive file);
you no longer need to print statements referencing the previous operating period (year-end balance
sheet, etc.);
you no longer have space in your file to create a new operating period.
You can always delete an operating period at a later date.
Preliminary closing of journals
2 You must start journal printout before closing the journals.
You must activate the wizard mode in the Window to close the journals using the wizard.
Refer to the beginning of this lesson for further information concerning activation of the wizard mode.
Closing the journals is the first step in the closing procedure for an operating period. The first objective
when closing the journals is definitive validation of the existing entries.
© Sage 2006 159

You can start this function in various ways:
Menu bar Processing/Journal closing

command
General accounting toolbar Close journals button
End of year vertical bar Close journals button
Closing type There are two types of journal closing:

selection
Partial: the accounting data of entries already validated cannot be modified, but new entries can be
made in the journals. For example, matching and cost breakdown can be performed.
Total: the journals cannot be modified.
Check Full for our exercise.
160 © Sage 2006

Only total closing can be considered if you then wish to carry out an operating period closing. Make your
choice and click the Next button.
Journal This wizard window is used to select the journals concerned.

selection
Click the Select all button to close all the journals.
Select Dec. 06 to select all journals up to the end of the operating period.
Journal printout Click one or other of the options.
© Sage 2006 161

Whatever your choice:
journals not printed previously are now printed systematically;
journals modified after printout are printed again.
Then click the End button.
Closing the operating period
This can be done in various ways:
Menu bar Processing/Year end/Operating period clo-

sing command
Advanced functions toolbar Op period closing button
The Op period closing window opens.
162 © Sage 2006

As indicated in the comments in this window, data for a closed operating period can no longer be modified.
However, you can interrogate and print all data for this year.
Click the Cancel button to interrupt this procedure.
© Sage 2006 163

164 © Sage 2006

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SAGE Manual Accounting 1001

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SAGE Manual Accounting 1001

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Accounting 100

Ownership and utilisation

Conformity and warning

Chapter 1 – General and Lesson 4 – Creation of customer and

Lesson 6 – Customer reminder ______________ 118

Printing a reminder letter ................................................118

Lesson 7 – Standard accounting

Printing an input day book ..............................................123

Lesson 8 – S/P account statements _________ 128

Aged trial balance...........................................................128

Verification of parameter definition .................................135

Lesson 2 – Manual bank reconciliation _____ 140

Opening the bank reconciliation window ........................141

Lesson 3 – Tax return _______________________ 147

Preliminary parameter definition.....................................147

Lesson 4 – Year-end operations _____________ 152

Printing year-end statements .........................................153

Chapter 1 – General and installation

Presentation of the Sage Accounting program

Installation of the program

 initial installation of the program on your hard disk,

 updating an existing program,

 procedure for registration of your program with Sage France,

Information prior to installation of the software

 name and address of your accountant, where appropriate,

 SIRET number and APE code (or NAF),

 chart of accounts used by you or your accountant,

 a number of S/P account records (customers, suppliers, employees or other).

General information concerning this manual

Most frequently used keyboard keys

 TAB(ULATION): used to go from one field to the next.

 ENTRY: validates input of data in a window or activates a function.

Definition of accounting terms

Operating period closing

S/P (sales and purchase) accounting

General chart of accounts

S/P chart of accounts

VAT on debit amounts

The entry conventions used in this manual are as follows:

 The keys used are shown in capitals: ESCAPE.

 "Validate" signifies press the ENTER key to validate (activate) a function.

 The delete or backspace key is represented by BS under Windows.

 Windows where a special feature particular to this system is concerned ;

 the product line number in the case of functions not available.

How to use this manual

You can work these lessons:

Premature program stop

"This file is already open. Use the maintenance program."

To clear the situation:

Chapter 2 – Definition of the company

This chapter contans the following lessons:

 «Lesson 1 – Activating the Accounting program», page 16

 «Lesson 2 – Creating your company», page 20

 «Lesson 3 – Creation of accounting data», page 32

 «Lesson 4 – Creation of customer and supplier S/P accounts», page 51

Lesson 1 – Activating the Accounting program

Steps The steps of this lesson are:

You can register by:

Starting the Sage Accounting program

 Sage, which opens a new menu in which you can select:

Initial program starts – Registration and access code

This number is limited to 30. You can register:

initial installation of the program on your hard disk,

updating an existing program,

procedure for registration of your program with Sage France,

name and address of your accountant, where appropriate,

SIRET number and APE code (or NAF),

chart of accounts used by you or your accountant,

a number of S/P account records (customers, suppliers, employees or other).

TAB(ULATION): used to go from one field to the next.

ENTRY: validates input of data in a window or activates a function.

The keys used are shown in capitals: ESCAPE.

"Validate" signifies press the ENTER key to validate (activate) a function.

The delete or backspace key is represented by BS under Windows.

Windows where a special feature particular to this system is concerned ;

the product line number in the case of functions not available.

«Lesson 1 – Activating the Accounting program», page 16

«Lesson 2 – Creating your company», page 20

«Lesson 3 – Creation of accounting data», page 32

«Lesson 4 – Creation of customer and supplier S/P accounts», page 51

Sage, which opens a new menu in which you can select:

immediately by clicking the Registration button,

Select the File/Concerning your company command.

Click the Standard toolbar Concerning the file button.

The Options tab.

Double-click the line.

Click the line to select and type CTRL + M.

Click the Browse toolbar See/Modify button.

Click the Browse toolbar Go to button or press CTRL + T.

The account record opens.

the tax rates are designated as "collected" or "deductible";