A Guide to Sage One Accounts A guide to Sage One Accounts A guide to Sage One Accounts About Sage One Introducing Sage One Accounts Sage One is a series of online services for small business owners and their accountants, allowing them to manage their business finances. Sage One Accounts is an online accounting service for small business owners who want greater control of their finances, but don’t necessarily have an accounting background or time for software training. Sage understands small businesses Over three quarters of a million UK businesses use Sage software; companies of all shapes and sizes, from start-ups to companies on the FTSE 100. The majority of Sage customers are small businesses, and Sage have thousands of conversations a day with them. A brief history Sage started selling accountancy software thirty years ago and since then has grown to be the only technology company on the FTSE 100. Sage has a certain amount of heritage and is a brand trusted by many. Accessing it couldn’t be easier; all you need is an internet connection and a current internet browser – you don’t need to install anything. Become more organised and run your business effectively. If your accountant uses Sage One you can collaborate online in real time. Benefits of working online with your accountant Sage One Accounts can make working with your accountant easier too. It’s online so they can access your financial information immediately if you let them, which means you could save time as there’ll be no more trips to the accountant’s office with your receipts. Your accountant can access your data in real time to make sure it’s accurate and compliant. They can enter any adjustments needed, or run management reports, and they can even check your VAT Returns or submit these for you. They have the tools to help you manage every aspect of your business accounts. 3 4 A guide to Sage One Accounts With Sage One Accounts you can • S tart working immediately, taking only a few minutes to sign up • Import your contacts, products and services information • Calculate your VAT Returns easily • S ubmit your VAT Return online to HMRC directly • Calculate your VAT on the Standard, Cash Accounting or the Flat Rate schemes • C reate and email great-looking sales invoices direct to your customers • Track your business expenses and purchase invoices • Produce profit and loss and balance sheet reports • Perform Bank Reconciliations • Record credit notes • R ecord contacts details and make notes on each record • A utomate your recurring income and expenses • S end customer statements by email automatically each month • Enter multiple ‘batch’ payments against outstanding invoices • Connect with Sage Pay to take faster customer payments • Seamlessly integrate with Sage One Payroll and reduce the duplication of work 5 Further benefits Manage your sales Because the service is online, you will always be using the most up-to-date version of Sage One Accounts, as Sage will automatically take care of any updates for you. Generate invoices using great looking templates and upload your company logos before you send them to customers. You can print or email invoices directly to customers as PDF files. Easily record sales credit notes against invoices and add in discounts where needed. No training or prior bookkeeping experience is needed; simply start using the service straight away. Have peace of mind that if you do need any support you can contact Sage’s 24/7 customer service team on 0845 111 6611 with your questions, or send an email to [email protected]. If you prefer you can make use of the Sage One online help centre at uk.sageone.com/help where you can view the step-by-step articles or watch video tutorials. Enter your sales as bank or cash transactions. Then record any cash deposits you make as you pay them into the bank. Automate recurring income transactions and have Sage One post these for you; saving you time. Use the batch payments feature to record payment against multiple outstanding invoices in one go. Manage your expenses Manage your VAT Paying your VAT on time and accurately is important. Sage One Accounts calculates your VAT based on the information you enter. Once it’s calculated you can submit it online in a few clicks. Sage One can calculate VAT on all of the main schemes for small businesses, including Flat Rate. Sage One Accounts can also cope with changes to your VAT scheme, so if you start using it and you’re not registered you can tell Sage One Accounts when you become registered. Also, when the VAT rates change, Sage One Accounts can cope with that and easily change rates automatically with no effort required from you. Record purchase invoices directly against your suppliers and also any expenses that you don’t receive invoices for using the Other Expenses feature. You can set up recurring expenses and have Sage One Accounts automatically enter these for you as they occur. Manage your bank Keep on top of your bank accounts by reconciling your bank statements against the information in Sage One Accounts, to make sure everything is accurate and up to date using a step-by-step process. Enter your sales as bank or cash transactions. Then record any cash deposits you make as you pay them into the bank. A guide to Sage One Accounts Summary Integrate with Sage One Payroll Support Each time you sign in you’ll view the summary screen, which shows how your business is performing at a glance. Get a quick snapshot of the sales you’ve made for the current month and as a year-to-date figure. See the expenses you’ve incurred and view a profit or loss figure for the month and year to date. If you have staff then you can use Sage One Payroll to manage up to 5, 10 or 15 employees. Sage understand that your priority is running your business and want to make your life easier in doing so, which is why there are a number of options available when it comes to getting help with Sage One. This summary also shows a graph detailing your current bank balance, so you can easily see your cash position. View a countdown to your next VAT period end date (for businesses who are VAT registered) to reduce the risk of missing important deadlines. See your top 5 unpaid sales invoices so you can track who owes you money, how much they owe you and how long they have left before the payment is due (or if the payment is overdue). Contacts Keep track of your customers and suppliers and search for individual contacts to find important information quickly using the dynamic search option. Record specific information about your contacts and view their records with just one click. View customer and supplier statements and even get Sage One to email customer statements direct to your customers automatically each month. Sage One Accounts and Sage One Payroll integrate seamlessly so when you process your pay in Sage One Payroll, it automatically updates your accounts with the correct information; removing the duplication of work and manual input. Connect with Sage Pay Speed up your cash flow by connecting Sage One Accounts with Sage Pay. This will add a clickable “Pay Now” button to the invoices you email customers, allowing them to pay online immediately or alternatively take card payments over the phone. You must have a Sage Pay account to connect the services but if you don’t have one already its really easy to get one. Security Sage One will give you the confidence that your business information is secure. With a series of policies and practices in place, you can rest assured that your data is safe. The first thing Sage will do to protect your data is ensure all transmission of data between you and Sage One is encrypted; using the same standard of security as online banking. This stops people from being able to view the information you’re sending over the internet. 24/7 telephone support You probably don’t just work ‘9 to 5’, which is why the Sage One customer service team is ready to take your call 24 hours a day, 365 days a year on 0845 111 66 11 - the call will always be answered by a real person at Sage’s UK office. Email If you don’t want to pick up the phone, you can email your question to [email protected] and the Sage One support team will get back to you as soon as possible. Online Help Centre The online help centre is full of step-bystep help articles and guides to help you with the features of Sage One. There is also a range of video tutorials for those of you who prefer to watch how it’s done. What Now? If you want more information on Sage One Accounts visit uk.sageone.com/ accounts and sign up to a free, no obligation 30 day trial. 6 Sage UK Limited North Park Newcastle upon Tyne NE13 9AA T0191 294 3000 www.sage.com uk.sageone.com © Sage UK Limited 2014 01/14 24505MT