Getting started with Sage One Accounts

To help you get off to the best possible start with Sage One Accounts, we’ve put together a quick guide to getting started with links to more information.

Help

If you need help at any point, simply click Help.

This takes you to our Help centre where you’ll find useful articles and videos to help with everything from getting started to the day-to-day processing of your accounts.

You can get help on a specific window when you see the help button.

Import or create contact records

If you deal with the same customers or suppliers on a regular basis, you should set up contact records for them. Setting them up now saves you time when entering your invoices and having records also means you can keep track of who owes you money and who you owe money to. You can either import your contacts from a CSV file, or create them manually.

To import your contacts

To save time and effort when setting up your records, you can import your contacts in to Sage One from a CSV file. Importing contacts is quick and easy and is particularly useful if you have a lot of contacts or if you already have their information in a spreadsheet elsewhere.

You can access the import wizard from Contacts > Import Contacts. From here you can download a template CSV file and import the records. To find out more about how to do this, please see our Import contacts article.

To manually create contact records

If you only have one or two contacts, you might prefer to set them up manually. To do this click the Contacts tab > Create Contact > enter the required information > Save. For more information about how to complete the Create Contact window, please see our Add, edit or delete contact records article.

Create bank accounts

When you first sign up for Sage One, two bank accounts are created for you, your current account and a cash in hand account. If necessary, you can create more accounts, for example, you might want to create an account for your credit card. You can create new accounts from the Banking tab > Manage Bank Accounts > Add a New Account.

Import or create product and service records

If you regularly sell the same products and services, to save time when entering invoices, you can set up product and service records. This means you can keep track of what’s being sold and customers can see the product and service information on their invoice.

To import product and service records

Although manually creating products and services is easy and straight forward, it could become time consuming if you need to create a lot of them. You might therefore want to import them from a CSV file.

To access the product import wizard, from Sales > Products & Services > Import Products or, to import services, click the Services tab > Import Services. From here you can download a template CSV file and import the records. To find out more about how to do this, please see our Import products and services article.

To manually create your product and service records

If you prefer, you can set your records up manually. To do this, from the Sales tab drop-down menu, choose Products & Services then to create a new product, click Create Product. To create a new service, click the Services tab then click Create Service. Enter the relevant information then click Save.

For more information about how to manually create product or service records, please see our articles on how to create products and services.

Enter your opening balances

Now that you’ve set up your records, you’re ready to enter your opening balances.

Opening balances represent the financial position of your company on the day before you start using Sage One. Whether you’re just starting your business or changing from another accounting system, you’re likely to have opening balances. Without accurate opening balances, the reports produced by Sage One can’t give you a true picture of your financial position.

In Sage One you can enter opening balances for:

  • Outstanding customer transactions – Invoices or payments due from your customers when you set up Sage One.
  • Outstanding supplier transactions – Invoices or payments due to your suppliers when you set up Sage One.
  • Bank account figures – The value of your bank accounts when you set up Sage One.

When entering opening balances, you need to choose a cut-off date. This is the date when you’re going to stop using your existing accounting software or service and start using Sage One. This should be the start of a new accounting period. This could be the start of a new financial year, or part way through the year but the start of a new VAT period. This is important because opening balances are automatically reconciled for VAT and don’t appear on your VAT return.

You can enter your opening balances by clicking Settings > Accounts Settings > Financial Settings. You should check the information here is correct then click the Opening Balances link and follow the onscreen instructions.

Invoice settings

To make your invoices look even more professional you can:

  • Upload your company and any association logos
  • Choose from a variety of different templates
  • Enter your company’s terms and conditions
  • Enter your credit terms – these affect the default due date on your invoices.
  • Enter the number you want your invoices to start from.

You can amend your invoice settings in Settings >Accounts Settings > Invoice Settings.

Invite your accountant

If your accountant uses Sage One, you can invite them to view your information through their version of Sage One. To do this, from the top of the window, click Settings > Service Settings > Invite Accountant. Enter their email address then click Send. We’ll send them a message to let them know you’ve invited them to view your information.

If your Sage One service was set up by your accountant, you don’t need to do anything as they’ll already be able to see your information.

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