01- Chart Of Accounts

Link Account & Integration P1.

For this tutorial Sage Simply Accounting 2019 Accountant Edition is being used. If your software is a lower version some of the choices may not be available. Simply bypass and go to next section.

If you are a beginner to Sage, you might want to allow Sage to create the chart of account for you and link the accounts for integration purposes. works good except each company is different and needs its own unique and customized chart of accounts.

for how to build a chart of accounts from scratch and  gear it to your company’s needs follow the link below: this tutorial is what to do after the chart of accounts has been built.

Accounting Chart

lets get started. drop down the setup menu from the home page and choose settings. this is what you should see.

settings company informationwe are going to integrate these settings into the chart of accounts that you built.

The sections going to covered are:

Company, General (Account), Vendor & Purchases, Customers & Sales, Payroll, Inventory & Services and last is Departments.

keep in mind that what we do here is not written in stone and can be changed at any given time.

you are already on Company – Information. this section is pretty self explanatory except maybe the fiscal start and end dates.

If you are a Sole Proprietorship or a partnership your start date is when ever you began having transactions and your fiscal year is always December 31. EX: if your first business transaction is April 12, this is considered as the fiscal start date and the fiscal year end is December 31. Your first year will be a short year but the following year will have 12 consecutive months.

If you are a shareholder of a Limited, Crop, or Non-profit, you can choose your fiscal year end.  EX: if your first business transaction is April 12, this will be the fiscal start date and you can choose to have March 31 as the fiscal year end date. keep in mind CRA does not want you to go over 365 days.

Next: click on System.

Settings company system

 

From the top, Cash Basic Accounting. CRA does not look positively on Cash Accounting. This means that if your fiscal year end is December 31 the accounts payable is zero (you don’t owe any money to suppliers) and accounts receivable is zero (your customers don’t owe you any money).

But in reality and normal coarse of business you will have accounts payable and receivable.

lets say on December 15 you send out a sales invoice. your customer has 30 days to pay. so on December 31 this amount is owed to you. and same with your suppliers or utility bills. you might receive the bill in December but you will pay it in January so at the end of December it will be owed and outstanding to be paid.

CRA wants all sales and expenses to be recorded regardless of weather or not they have been paid.

The rest of this section is your preference if you like to use cheque number or enter transaction in the future. keep in mind you can always change and update these settings.

Next: click on backup

company backupThis is the backup options. How often and how to remind you to backup. Its very important to have a regular backup.  Get into the habit of backing up. only takes a few minutes and can save your hard work.

Next: Office 365 Integration

company office 365This is a cloud option. Its the office you know, hosted on the cloud, plus tools to enhance how teams work together and manage your company across devices. this is up to you if you need this option.

 

Next: Features

company featuresAll the different modules are listed here. you can check off the ones you need. For example if you do not have payroll yet, you can disable the payroll module. the check marks indicated the ones you need for your business.

Next: Payment Processing

company payment processinghere you have the option of choosing Direct Payment (cheques) or EFT Direct (Electronic funds Transfer)

there are stand alone companies who work well with Sage and you can register with them to pay your supplier or employees via EFT.

Next: Bank Transactions

this is to connect your bank account through Sage Bank Feed. I do not use this option but if you like to use it please let me know how it goes.

 

Next: Credit Cards (Used, Accepted and Processing Service)

Credit Cards Used is the company or your personal credit card setup for ease of recording transactions.

company credit card usedThis section is for credit cards accepted. you can also use this section of customers pay via EFT.

company credit cards acceptedThis final section of Credit Cards is for Processing Services. This is a stand alone payment processing service that works with Sage and you can register with them.

company credit card services

Next: Sales Tax

This section has been covered and I will give the link below for your convenience.

GST Tax Table Setup

Next: Company Currency

If your company deals in US funds ere is where to indicate it.

company currencyNext: Forms

Here is a list of all the forms and the numbers that they start with.

 

company forms

Next: email

this section is nice because you can choose a small write up that would automatically show up when your sending an email through Sage. click on each section and write up an appropriate dialog pertaining to that section.

company emailNext: Date Format

I like to use the long date format where it shows the month as June instead of a number (06)

it is easier to find documents with the long date format. But this is totally up to you.

company date formatNext: Sage Accounting Connection         

this is the cloud connection of Sage.  If your bookkeeper is in another town this system might work for reviewing transactions and financials.

company sage accounting cloudNext: Shippers

This is great for your shipping department. here you can add the most popular shipping companies that you use and include them on the sales invoice. no guessing game how the product will be

company shippersNext: Logo

Company logo can be set in this section and it will reflect on your invoice

company logoNext: Names

This is Additional information title. choose your language to appear.

company names

This tutorial concludes the Company section the next part is General (Accounts) section and the link is below.

Linked Accounts & Integration P2

Link Accounts & Integration P3

Thanks for viewing and if there are specific question please drop me a note.

nk.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Merging Two Companies Together

This was an interesting question where sometimes you need to merge 2 companies financials into one data base.

Either the Chart of Accounts can be utilized to accommodate the new company by issuing new set of account numbers.

or

The Project section of Sage can be used.

This tutorial will show you how to use and change the Project name to Departments so it makes more since in this instant.

at the home page drop down the Setup menu and choose Settings than Projects.

settingdepartment

here you have three choices, Budget, Allocation and Name.

lets change the name from Projects to Departments.

Department

press OK to Save.

 

Now its time to go into the Chart of Accounts and allow allocation for each appropriate account number.

department chart of accountsonce that is done you can start posting entries and allocating.

purchase with department

To obtain a report, from home page drop down Reports menu – Department – Allocation.

department report

Here is what shows up for department allocation. Click OK to see the report.

Department allocationHope this tutorial helped.

Let me know if you have any other questions.

nk

 

 

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