I am new to the forums and would like some advice if possible please. I have just started a new job working for a building construction company dealing with all aspects of co accounts and managing the office. I have worked with Sage in the past, however not for 3 years. We are using V15 at the present company.
I would like some advice on the following please ; 1) We have a large number of Debit Card transactions going thru the accounts which come out of the only bank account. These are mainly expenses i.e. Fuel, travel etc. The system is set up that they have a Fuel and Misc Expenses account set up as a supplier along with others. The receipt is posted to here then the payment posted to the same when allocating from the bank. Is there an easier way to do this, so that you can post striaght from the bank to the nominal ledger?, whilst keeping track of the receipts in case one needs to look back on them?
2) The company has projects set up on the system. This works great when posting any invoices / expenses to a particular project, however if you are entering invoices for expenses i.e. fuel, they have set up a project for this. The batch entry screen will not let you save unless you post a project ref. Is there a way around this?
3) Last of all, we have to file a return every month for CIS regisitered companies/traders. Unfortunately the boss will NOT pay out for the package which deals with this side of things. Can anyone suggest an easier way to find the relevant information required every month to file this report? This month I printed the nominal activity and sieved thru to find the payments made etc but this was very time consuming (1 days work).
Thanking you for your time, I will very much appreciate any help and advice you can give.
1. I see no problem with accounting for the expenses direct from the bank account. Just go into Bank Payments and select the relevant nominal ledger code (7300, 7402?). It would probably be best to continue with your normal filing reference and therefore file the receipts with the other invoices if that is what you do already. This certainly saves on entering onto batch invoices soley to 'pay them off again' immediately.
2. If you post these expenses straight from the bank then this should overcome the problem of a project reference. Or do you mean other types of expenses? If so, my very limited understanding on this is that if a project code has been set up for the supplier then you do have to post to a project reference, could you set up Labour/Expenses/Overheads?? Sorry if this is not answering question properly but not entirely sure of how your system is setup. There are one or two Sage experts on here who no doubt will answer that better than I can!
3. I would think the easiest thing to do here would be to set up a separate spreadsheet with all the subbies on, their CIS numbers, gross pay, tax deducted, net pay. Just build this up as and when payments are made then it should give you the figures you need to submit to hmrc. Remember if you have verified subbies who haven't been paid you still need to submit a 'zero' for taht subbie (I believe). You can cross check the total monthly figures with the nominal ledger in Sage to act as a control.
Happy if anyone has a neater solution to share, I don't actually have any clients quite like this so just trying to think it through as logically as I can at the moment!
With debit card transactions I would agree with Rob, keep the receipts with the rest of your purchases and number them in that numbering sequence and post as bank payments from the current account to relevant nominal code. If the company is wanting to allocate the cost of these expenses to specific projects for accounting purposes you may have to journal if there is no project ref in bank payments (I can't remember as I don't use V15 at the moment but have in the past).
WRT CIS report, do you use Payroll for this or post as invoices on Sage.
If using payroll you should be able to extract the information from the reports available.
If you are posting invoices deducting the tax etc straight on to Sage Accounts you could set up a department for the CIS and then do a detailed departmental analysis of that department which should extract the information you require. If you do set up a dept just use Apply when you have named it don't try to Save it.
Hello Rob and Sheila, Firstly thank you very much for your prompt replys and advice.
1) I think the Debit card transaction solution sounds good, however anything that refers to a particular project needs assigning to this. This is done when entering the invoice onto Sage. I will check if you still get an option to do this if you post straight to the nominal. What do you mean Sheila by Journalling to the projects? how would that work?
2) Projects is an addition to the Sage package and is to analyse any costs to a particular project. Again the project ref is entered when entering invoices onto the system. This works great when a cost is for a project, however it will not let you save an entry when it relates to an expense to the company i.e. Rent unless you assign it to a project. I agree with Rob in that posting straight to the nominal will save having to do this, however sometimes there is an invoice from a company which will be set up as a supplier but again not to do with a project. They have set projects up for Fuel expenses, Payroll etc.... I was hoping I could find a way around this to save some time.
3) I am currently analysing on Excel (this was done manually before) and printing off a nominal activiity report for Sub contractors to pick up any payments made in that period. I was just wondering if there was anyone else who does this without using the CIS specific package and has an easier way? We dont use Sage Payroll but Iris. The CIS information is for Sub Contractors 20% ded 30% and Gross so we do not do this on the payroll sw, they are entered as an invoice or straight to the nominal code relevant.
Just because you get an invoice for job, you do not have to have a supplier account. A supplier account is for a supplier who gives you credit. If you don't need to assign the expense to a project you can use bank payment thereby cutting down the amount of inputting.
If the fuel has to go to a project then you will have to have a "supplier" called this in order for it to be analysed.
For the CIS, if you input from invoices than you can use departments. The departmental reporting will analyse whichever nominal codes (either grouped or individual). Just give a deparment number (which is in I think configuration in V15) the name CIS and put that number in the dept column when inputting the invoices. Then run the reports. The departmental reports are in the nominal ledger reports.
I have had a look at the bank payments screen and it does have the project code on it, which means I can post expenses direct to the nominal. Thanks for your advice on this it will save me alot of time.
I did think of setting up departments for the CIS report, however I set them up within the supplier account. When I printed off the report it did not recognise what I had done. I am not sure if this is the correct way of doing this? I will have a look at it again when I am next in the office. I will want to set up probably 3 different departments, one for 20%, 30% and grosss therefore it will print them seperately and save me so much time.
Putting department codes on the supplier account will just default to this when you post anything to that particular supplier.
You must first of all configure the departments - they are numbered from 0 but don't use that to something like 999.
To do this you need to go to Settings then (it used to be configuration but I have a feeling it's not in V15) anyway look for Departments. Then scroll to say1 go to Edit and enter a name CIS20 then click on Apply (DO NOT click on save) then go to the next number and do the same.
You can put the dept number on the supplier a/c that will then save you time when inputting invoices.
To run the reports it's Nominal, Reports, Departmental analysis do detailed not summary and choose the nominal range to include what you need.
I was just wondering if anyone could advise on Petty Cash transactions? Only the company currently numbers them along with the purchase invoices and files them with these. In the past, I am used to filing them seperate under the month, however there seems to be alot more and can not be analaysed in batches ie fuel etc, due to them being costed to a project. Hope you can help.
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