Flexible account structure
          

Account Number, Cost Centre and Departmental analysis.

Set and track budgets

Annual and monthly budgets can be assigned and budget profiles created to calculate monthly budgets by percentage.

Create memorandum accounts

Memorandum accounts are not included in the totals for financial statements, but are still reported on.

Journal Templates

Create templates to easily apportion fixed amounts or percentages across Nominal Ledger accounts - for example, to spread electricity bills across cost centres.

Define up to 20 accounting periods

The comprehensive period accounting structure offers flexibility with tight controls, allowing for open or closed period accounting.

Attach a file to a Nominal account

(E.g. a spreadsheet or graph).

Graphical analysis and presentation of Nominal data

(E.g. bar charts and line graphs can be used to show balance and budget for current and previous years).

Drill Down Facility

Drill down through Profit & Loss, Balance Sheet accounts and summarised Nominal Codes/Cost Centres and departments.

Batch journal entry

Place transactions ‘on hold’ for authorisation or amendment, before finally committing them to the Nominal Ledger.

Easy-to-use VAT Return

procedure

Automate Pre-payment and

Accruals

Flexible Profit and Loss and Balance Sheet layout design

You can have multiple Profit and Loss and Balance Sheet layouts, as well as the ability to import categories used in financial reports.

Unlimited transaction history

Group Analysis

Group Nominal accounts for reporting purposes.

Consolidation

Merge Nominal Ledger data from two or more separate companies for financial reporting.

Transactional analysis

In addition to Cost Centre and Department, assign a transaction to a customisable analysis code - for example to report by project or job.

Process foreign currency transactions

Receipts and payments for your suppliers and customers can be entered through either the Cash Book or the Sales and Purchase modules in up to 100 foreign currencies.

E-Banking facility

Allows supplier payments to be made through your banking software.

Bank Reconciliation

When you receive a bank statement, use this routine to reconcile it with the details of payments and receipts stored in the Cash Book account records. E-Reconciliation facility allows bank reconciliation with your banking software on the same screen. Use the tick box next to each line to quickly and clearly identify and mark items which have been or are to be reconciled before saving the routine.

Automate Direct Debits and Standing Orders

Arrangements can be made to automate transactions on a monthly, quarterly or user defined basis.

E-Mail direct from a

bank record and

launch the bank’s

website

Attach a file to a bank account

(E.g. word processing documents and spreadsheets).

Graphical analysis and presentation of bank data

(E.g. bar charts compare the current year’s bank account balances to last year’s).

Inter Account Transfers

Move money from one bank account to another. Transfers can be made between banks of the same currency or different currencies.

Authorisation

Purchase invoices if above a user defined level can be flagged prior to payments, enabling greater cost control.

Grouped transactions

Cash Book group transactions function allows drill down from the paying-in slip to the individual postings.

Define terms of business for each supplier account

(E.g. agreed number of days for settlement of payments, settlement discount and credit limit).

Unlimited analysis codes

Produce detailed analysis of your suppliers using the unlimited analysis codes. The codes created can be linked to the Sales or Purchase Ledger (or both) and a list of valid values provided ensures accuracy of the data captured.

Trading periods

The Purchase Ledger can utilise trading periods for extra balance and transactional analysis, which can match the open period accounting structure or have its own date ranged structure. In busy periods for example, it may be more applicable to analyse purchases weekly rather than by monthly.

e-Mail direct from

supplier records and

launch your supplier’s

websites

Graphically analyse and present supplier data

(E.g. bar charts show turnover and aged balances).

Transaction ‘drill down’ facility

Analyse supplier transaction details including nominal payment and tax analysis as well as any transactions under query, for example details of invoice items, payments made and notes recorded.

Account and transactional drill around facility

View the status and details of any invoice or purchase order from with the supplier record or transaction enquiry. This flexible option supports drill down to individual line detail including receipt and invoice status as well as providing the option to re-print a document such as an invoice or GRN.

Unlimited transaction

History

Authorisation

Purchase invoices if above a user defined level can be flagged prior to payments, enabling greater cost control.

Batch data entry

Full batch control allowing the amendment, addition to or deletion of batched transactions, before committing them to the Purchase Ledger.

Currency management

The Purchase Ledger will maintain turnover details of an account in both the base currency and the operating currency of the supplier, using spot or period rates or a combination, as well as recording a full transactional revaluation history.

Send payments to a factor house

Send payments to a company that collects supplier debts on their behalf.

Automate payments

Quickly identify all invoices overdue for payment and those that if paid, will qualify for settlement discount. Payments can then be made electronically or cheques and/or remittance advice printed.

Flexible Cheque and

Remittance Advice

Design

E-Banking facility to

post supplier payments

directly through your

banking software.

Credit reference information

Supplier credit rating, account terms, payment terms can be stored directly against the supplier record. Furthermore, the credit control options which are stored against a supplier let you record key credit control dates and credit check on-line.

Multiple trader contacts

Unlimited number of contacts, roles telephone numbers and other contact numbers can be held for supplier.

Currency management

The Sales Ledger will maintain turnover details of an account in both the base currency and the operating currency of the customer - using spot rates, period rates or a combination as well as recording a full transactional revaluation history.

Define terms of business for each customer account

(E.g. agreed number of days for settlement of payments, settlement discount and credit limit).

Create individual price

lists for your customers

Unlimited analysis codes

Produce detailed analysis of your customers using the unlimited analysis codes. The codes created can be linked to the Sales or Purchase Ledger (or both) and a list of values provided, ensures accuracy of the data captured.

Trading periods

The Sales Ledger can utilise trading periods for extra balance and transactional analysis which can match the open period accounting structure or have its own date ranged structure. In busy periods for example, it may be more applicable to analyse sales weekly rather than monthly.

E-Mail direct from

customer records and

launch your customers’

websites

Multiple trader contacts

Unlimited number of contacts, roles telephone numbers and other contact numbers can be held for customers.

Attach a file to a customer’s account

(E.g. word processing documents, images and spreadsheets).

Head Office Facility

Controls if/where statements are sent.

Graphically analyse and present customer data

(E.g. bar charts show turnover and aged balances).

Transaction ‘drill down’ facility

Analyse customer transaction details including nominal, payment and tax analysis as well as any transaction under query (e.g. details of invoice items, payments made and any user notes recorded).

Account and transactional drill around facility

View the status and details of any invoice or sales order from with the customer record or transaction enquiry. This flexible option supports drill down to individual line detail including allocation, dispatch and invoice status as well as providing the option to re-print a document such as an invoice or dispatch note.

Unlimited transaction

history

Integrated credit management features

Includes debtors letters, statement production, provisions for doubtful and bad debts, and the ability to place customer accounts on hold.

Batch data entry

Amend, add to or delete entries of batches of transactions, before finally committing them to the Sales Ledger.

Credit reference information

Customer credit rating, account terms, payment terms can be stored directly against the customer record. Furthermore the credit control options also record key credit control dates, provide the ability to on-line credit check and automatically calculate your customers average time to pay.

Order documentation

Order acknowledgements, picking lists, delivery notes and invoices.

User privileges

Configurable user rights for margin calculation, discounting and other options.

View stock availability

Availability of stock across locations can be easily viewed at order entry.

Flexible order cycle

Configure the system to match your company’s workflow.

Transaction e-Mail

Sales Orders can be received electronically from customers via BASDA compliant XML messages.

Goods returned/Credit

note facility

Prospect quotations

Quotations can be created for prospect customers who do not have an account. On conversion of the quote you will be prompted to create a new account or link the prospect to an existing account.

Stock allocation

Stock can be allocated to Sales Orders in a number of ways, including by product group. In addition stock usage can be improved by allocating stock by priority, either by date, sell by date, by bin order, by first in first out or a user defined order.

Stock reporting

Full stock reporting is available.

Foreign currency orders

Accept orders in up to 100 currencies.

Prioritise customers when fulfilling orders

You can rate each customer by importance to ensure that stock is allocated to your most valuable customers first.

Support for flexible pricing and discounts

In conjunction with the Price Book, complex pricing schemes can be easily adopted and managed.

Price and availability queries

Quickly deal with speculative ‘price and availability’ queries for customers, with applicable discounts.

Control of tax code

It easy to override the stock item stock tax code using the tax code on the customer record.

Multiple invoice layouts

A default layout and a customer specific layout can be created.

Sales order profitability

Sales orders record original ‘estimated’ profit for stock items and a ‘realised’ profit which is updated either at point of dispatch or invoice. True Sales Order profitability is therefore recorded as the actual cost of the item is posted back to the order/order line.

Part exchanges

Negative free text items are allowed on a sales order to represent any part exchanges agreed as part of an order.

Multiple delivery addresses

Orders can be delivered to a number of different customer delivery addresses.

Full link ‘Back to Back’ orders

A Purchase Order can be raised automatically against an item that is not normally carried in stock.

Managing orders

Customer order templates can be saved for repeat orders and run on a weekly, monthly, quarterly or user-defined basis. In addition new orders can be created based on a previous one, to save re-keying the same information.

Order comments lines

Can be used internally, for example on a picking list, or can appear on customer documentation.

Order consolidation

Multiple orders can be grouped onto a single sales invoice.

SSD (Intrastat) return

Required entries for these returns are collected automatically.

Custom analysis codes

Analysis codes at order header and order line level can be used for reporting.

Archiving

Older information can be archived to speed up performance, but is readily available for viewing and analysis.

Direct delivery

Back to Back orders raised can be marked to be delivered direct to the customer’s address.

Label printing

Labels can be printed as part of the stock booking in process.

Stock allocation

Users can be notified of outstanding Sales Orders waiting for items and are provided with the option to allocate if required.

Order authorisation

A rule can be set up to require supervisor authorisation on orders.

Returns and credits

Manage the return of goods to your suppliers, recording reasons if required.

Order comments

Can be for internal use only or can appear on supplier documentation.

Foreign currency orders

Place orders in up to 100 currencies.

Transaction e-Mail

Purchase Orders can be sent electronically to suppliers via BASDA-compliant XML messages.

Order matching

Good received can be matched to purchase orders, supplier invoices and delivery notes.

Cancelled Orders

Record cancelled line items for analysis.

Goods received

Prices can be updated at the goods received stage, per stock item.

Multiple delivery address

Orders with your suppliers can be delivered to a number of different addresses, including your own different premises, customers, suppliers, sub contractors and ad hoc addresses. You can mix addresses on the same order if required.

Automatic accrual

Ensures that management reports are accurate between receipt and invoicing of goods at period ends.

Preferred suppliers

Flags attempted use of non-specified suppliers.

SSD (Intrastat) return

Required entries for these returns are collected automatically.

Custom analysis codes

Analysis codes at order header and order line level can be used for reporting.

Archiving

Older information can be archived to speed up performance, but is readily available for viewing and analysis.

Landed costs

Stock items can be flagged as using landed costs, which can either be a percentage cost or fixed amount.

Serial/Batch number controlled items

Track high value items, items which need to be purchased, stored, sold in batches or other items requiring a unique ID.

Sell By and Use By dates

Serial and batch traceable items can have ‘Use By’ and ‘Sell By’ dates associated with them. In addition each traceable stock item can have an automatically calculated use by date specified as a number of days, weeks, months or years.

Traceability

Each serial or batch numbered item can store up to 15 pieces of additional information, such as QA standards and inspector references. Traceable numbers can also be automatically generated, improving accuracy and reducing the time taken to enter new serial and batch numbers.

Flag for ‘built only’ items

The ‘built and bought’ setting caters for stock items that are only ever manufactured and purchased, avoiding situations where stock only items are purchased by mistake.

Sales Order setting

Stock items that are components and therefore never sold can now be excluded from the sales order process.

Comprehensive stock records

Full details of your products are readily to hand, with the ability to add fuller and more detailed product descriptions for use on websites, invoices and other documents. An inactive flag can be set and removed per item to prevent sale, while retaining full history for reporting purposes.

Manage stock in multiple locations

Set up multiple warehouses and bins to manage stock levels independently.

Flexible Costing methods

FIFO, Standard and Average costing methods are supported, plus actual costs for batch and serial numbered items.

Archiving

Older information can be archived to speed up performance, but is readily available for viewing and analysis. Traceable items can also be archived.

Units of Measure

Buy and sell the same stock item in different units, for example by tile, crate or pallet.

Search Categories

Custom fields can be populated with keywords which can be used to narrow the search for particular products, for example white bathroom cabinets.

Comment lines

Default comments from the stock file can appear on picking lists and dispatch notes, which are useful for giving specific instructions to your dispatch team; you can also amend or replace these comments at order entry.

Alternative stock

If the first choice is out of stock, the system will suggest the nearest alternative equivalent stock item.

In-built stock taking procedures

Supports cyclical stock taking for individual items.

Internally-issued goods

Track internal use of stock items.

Attachment of files to a stock record

Attach technical specifications, product images or other documents to each stock record.

Service-type stock

Store details of service-type items - for example, carriage, labour rates and service charges.

Custom analysis codes

Three customisable fields can be populated for each stock transaction, for detailed reporting.

Negative items

Stock levels of negative stock items can be recorded on the system to give a ‘real’ stock level value.

Bin numbering

Bins located at each warehouse can be given their own numbering based around your warehouse policy.

Supplier price lists

A list and last price can be stored against a stock item linked to a supplier (including the option to import prices). A further option allows definition of which price is used at the point of ordering.

Landed costs

Stock items can be flagged as using landed costs, which can either be a percentage cost or fixed amount.

Label printing

Labels for stock can be automatically generated.

Unlimited prices per item

Unlimited price bands can be created for each item and renamed.

Price band on a customer record

The ability to link price bands and default discount groups to customers can also be done within the customers record itself.

Multi-currency

Price bands can be allocated to up to 100 different currencies.

Customer price and discount groups

Create customer price groups or ‘communities’ to attach to individual price schemes.

Unit of measure pricing

Set a specific price for each unit of measure, for example bottle, case and crate.

Unlimited quantity breaks

Margin calculation

If authorised, margins can be displayed during order entry to facilitate price negotiation.

Discount calculation

If authorised, the discounts making up a price can be displayed during and after order entry to quickly answer customer queries.

Import/Export

Price lists can be imported and exported from spreadsheets.

Price lists

Create price lists showing standard prices or for specific customers or customer groups.

Price band deletion

Unused price bands can be deleted.

Unlimited BOM levels

BOMs can be created using unlimited sub-levels.

BOM line types

Each BOM can contain multiple lines representing a stock item, subassembly, cost item, document or comment.

BOM history

Complete history of changes within each BOM is stored.

‘On Hold’ feature

BOMs can be placed on or off hold, with user-definable reason codes.

Support for serial and batch numbers

Comprehensive support for serial and batch numbers on raw material and finished goods levels.

Common or standalone subassembly usage

Subassemblies within BOMs can be self-contained, or be shared.

Rolled-up cost generation

If desired the system can automatically recalculate rolled-up costs when a component changes.

Support for ‘Phantom’ BOMs

You can create intermediate items that are never held in stock but are standalone constituents of another finished good.

Replace or delete items

An item can be globally replaced or deleted throughout all BOMs with full control over where changes or deletions are made, including intelligent support for partially-built finished goods.

Where Used inquiry

You can choose whether to view immediate parents, top level parents or a complete hierarchy.

Multi-item builds

Allows multiple finished items to be included in stock calculations and allocations. Prevents finished goods with similar constituents using each other’s raw materials.

Trial build

Displays the quantity of raw materials required, including any shortfalls and alternative sources of shortfall items to allow you to plan your build sequences.

Allocation reference numbers

A reference number allows for easy identification of a particular allocation for a manufacturing run and the subsequent build.

Budgetary Control

The last 5 years of historical as well the current and next financial years budgets can be recorded for each nominal code; up to three custom budget profiles can be defined and applied.

Cost Centres and Departments

To help analyse the performance of different areas of your business, nominal codes can be assigned to different Cost Centres and Departments.

Graphical Analysis of Budgets vs Actuals

Display your current situation against budgets as well as viewing up to five years’ historical data and the coming year’s budgets.

Custom Analysis Codes

Throughout the Sage 200 system, custom analysis codes can be defined, allowing you to analyse information across many dimensions.

Sage Report Designer

A comprehensive range of ready-made reports and document layouts are supplied with Sage 200, along with a powerful report designer which can be used to tailor them. The report designer can also be used to create new documents and reports from scratch.

Graphically analyse and present data

(E.g bar chart shows turnover and aged balances).

Drill-Downs and Drill-Throughs

Throughout the Sage 200 system, key business information is readily available. You can drill down to view detailed information to transaction level if required and drill through to view related information.

ODBC Connectivity

Information from Sage 200 can be read by many other applications via industry-standard ODBC connectivity, for external analysis or other use