Making things simpler

We’ve introduced a new workspace to make finding your way around easier. As well as new GST functionality.
Released: May 2014
my Workspace

My Workspace

Do you use a few menu options often and wish you could get to them quicker? Try the new My Workspace option – a fully customisable, graphical view of the most commonly used tasks in Sage One.

Where do you find My Workspace? Select My Workspace from the Home menu. If you want to see My Workspace as the default instead of your Dashboard, you can set this up under your Preferences under My Profile.

Financial Years: Add a Lockdown Date

Once your accounts have been reviewed and your financial reports for a year have been finalised by your accountant, it is a good idea to set a lockdown date to stop changes to any transactions for that year. To set a lockdown date in Sage One, go to Financial Years under Company Settings.

Managing GST Periods and your GST Returns

Managing GST Periods and your GST Returns

The GST periods available in South Africa are classified into categories which will determine your GST reporting frequency. Each GST period requires a submission and typically ends on the last day of a month with the submission typically due on the 25th of the following month.

To help you manage reporting for each GST period as well as what submissions are due, we have moved all GST reporting into one central GST Returns and Reporting screen. Here you will be able to see each GST period, what GST is payable or refundable for the period as well as run reports for each period.

Once your GST submission for a period is finalised, you or your accountant will need to close the GST period in Sage One. This ensures that your actual submission and the transactions in Sage One will always match up. Any transactions that you back date will be carried forward to your next GST period to ensure that all transactions are reported to SARS.

You can also add GST payments or refunds for a particular GST period. If you import bank statements which include payments or refunds to SARS, you will be able to link these to a GST period. What do you get? An accurate, overall view of your GST, including a list of your GST periods, submission dates, payment and refund amounts as well as full drill down to various GST reports.

Note: The first time you try to run a GST report, you will be requested to specify your last GST period end date and your last GST submission date. Thereafter, Sage One will manage these dates based on your reporting frequency.

Add Attachments to your Quotes, Invoices and other Document Options

You can now attach files to any document. For example, if you have specific terms and conditions you need to attach to a quote or invoice, choose Document Attachments on the Options menu while you are on the quote or invoice. Attachments you add here will not automatically be emailed with the document, but are easily accessible from the handy Attachments button on the email screen.

Add notes to your documents by choosing the Document Notes option and add Anticipated Payment Dates – this feature is explained in the section about managing your cash flow below.

Managing your cash flow … and who owes you money …

Managing your cash flow ... and who owes you money

At its simplest, cash flow management means getting your customers to pay you as quickly as possible while delaying any money you need to pay out as long as possible.

Get paid quicker by monitoring which invoices are due for payment or overdue so that you can follow up with your slow-paying customers. To make this easier for you, you can view the status of your invoices easily in the invoices list.

Invoices Due For Payment

Add an Anticipated Payment Date to adjust the payment date of an invoice so that you can record when your customer will actually pay you – together with any information or notes to assist you in keeping on top of the customers who owe you money. The new Customer and Supplier Payments Due Widgets will give you valuable insight into when you are expecting money to come in or flow out of your business. Turn these widgets on by choosing Add Widget on the Dashboard Options.

Sending out Customer Statements: We’ve made this easier!

Are you never too sure about what statements will be emailed or printed? Do you never remember what options you selected last month you sent them out? Not to mention that you’re not sure what each option even means and what details the statements will include?

We have made these changes to reduce your statement frustrations:

  • We remember your settings as you go through the Statement Run Wizard – so you don’t have to remember them each month!
  • We have a Preview button to show you your statements before sending them out and to make sure that the options selected are in fact the options you need.
  • The Preview even shows you which statements will be printed or emailed!
  • We know that most of you don’t print and post statements – so any customer that you create in Sage One will default to Email Statements. You will, however, need to enter an email address.

Automatic Bank Feeds: Managing your bank balance and viewing your bank feed status

Staying on top of your automatic bank feeds and ensuring that your Sage One bank balance matches your internet banking balance is of utmost importance.

A new link to your Automatic Bank Feeds Status is available for each bank account your have linked and will give you information on your last successful refresh, the number of transactions that have been imported, and most importantly, whether your bank balance is correct.

A full refresh status report is also available which will give you all the information on each account refresh, including the date and time of the refresh, the status, the value of the imported transactions and any differences that you may need to investigate.

Other Enhancements and Changes

  • An Emails Sent to Suppliers report has been added.
  • The Customer Invoices Report now includes additional information such as anticipated payment dates and the amount outstanding.
  • An option in Company Settings to warn if you are selling an item below the cost price has been added. This option will warn by default but can be turned off under Company Settings.
  • The Bank Reconciliation screen now includes a Select All and Deselect All button.

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