User Manual – SL-DD-Collect-1 – v2.0.9 (with v2010)
Contents
1. rE Currencies and Exchange Ral Purchasing area aliala lieliem eaa alolalalalalalaala DOC N0119UM doc Page 12 of 34 LE View Ledger Settings Je Document Messages DOC NO119UM doc Page 13 of 34 SL Maintain Analysis Codes Acct Mgr Acct Mgr Cus Type Cus Type Discount Band Discount Band How did you hear about us How did you hear about us Region Sales Region SL Dip Payment Groups DOO oOo OOo ooo Ooo DI ELDUE 3 Customer Bank Details Specialised Screen Sage 200 Sage200 v2009 SQL2005 J l lSl File View Tools Windows Help Search Help ee E ee eee BEE p accNo afname Use mS Collect Bank Type Bank Acc No Bank Acc Name BACS Reference a Menu Abbey Retail Ltd BACS Compatible 123456 12345678 Acc Name 1 BACSREF1 BACS Compatible 234567 23456789 Acc Name 2 BACSREF2 7 H B No119 Better Kitchens CASH SALE ACCOUNT Cherrie Ltd Country Kitchens Festival Homes Ltd Future Homes Real George Grey Constr Greene Kitchen Stor Jim Murray Renovat Kitchen Refit Specia Kitsch Kitchens Knobs and Knockers Max Retail Ltd d Sales te Molly Inc Nantes Home Store aA Purchas Newark Lofts USA LW Nominal New Hampshire Ho Nieve et Oro Sp IS Cash Bor Noventa Casas Sp th St2. Change Company Eg Change User e Show Home Page Menu NO119CAB SL DD Collect 1 Parameters Customer Bank Details Create Collection Session Manage Sessions Print Session Letters Export Session Post Session Import Rejections Import Bank Details Set Customer Payment Groups Clear Report Lock Create AUDDIS Session Set Submissions Made 4 NO119CAB SL DD Collect 1 v2 0 0 Upgrade vi to v2 oF lamas E This screen is intended for a single use when upgrading from a v1 to a v2 or later system to set the submissions made flag on existing customers E Sales Ledger aA Purchase Ledger LW Nominal Ledger E Cash Book A0 Stock Control SS Price Book el Sales Order Processing D ii ee Workspaces Favourites User DAVE Configuration Full_Role A start E sage 200 Sage200 v 2AL7 DB 0 57 A once off utility for sites upgrading from v1 to the latest release do not use unless upgrading from v1 This sets the flag on all marked direct debit customers that submissions have previously been made to these accounts and hence transaction code 17 will be used Unless this is run the next submission of a customer will use the transaction code O01 instead which may confuse BACS The vl system ONLY used transaction code 17 even for initial collections but v2 onwards have tried to send the correct code instead DOC N0O119UM doc Page 32 of 34 15 Other screen and processing notes Sage 2
3. either at initial setup or when the system has already been in use for a while and hence allows the paper instructions to be converted to electronic type This system requires a compatible 3 party BACS system that accepts the output files from this system and communicates them to BACS this system does NOT perform data communications directly with BACS DOC NO119UM doc Page 1 of 34 Contents 2 1 2 2 2 3 2 4 2 3 A UW 5 1 5 2 SEENEN 3 Customer Bank Details Sales Leder tdadigusggceet ed e Sege S Egieen 6 Bank Detalls carn a eee Ree eee 6 Co tact DetallSercrenoiennnenpuen ennnen nenn ep ien en 8 Analysis Codes sneri ia e EEN E a ai EE Ea tia 9 Set Customer ROleS oren Aere Aere A 10 Setup of Customer Analysis Codes kk 11 Customer Bank Details Specialised Screen ccccccceeeeeeeseeeetteeeeeeeeeeeeees 14 Create Sessio eege begiert eege 15 EE 17 Select Session EE 17 Manage Session Details td ege D eg EEN 18 Print SESSION seese enn se enre eo ETE a EE EERDERE EIET EEES 20 EPR POT SESSION E E E E AE E EEA 21 POSE SESSION cate coeee as ae ae E R E ae A eee 23 Import Session REJECtONS ciccdcicceaesssscdsncchaseiacasvaendsaaccaesesesdandsacscanecauedease 24 Import Bank Details eessen eege eege ege He Set Customer Payment Group ee art dee echt eene rei dien Bechet 28 Clear LOCK crensian enaa reaa eE besi tend Nee AEN 29 Create AUDDIS SESSION EE 31 S t Submissions Made Flag norris conoce i
4. filename for processing purposes The Process Date which defaults to the batch payment date is the date to be used in the BACS file This may be amended if required and represents the date on which payments are to be made Hence a file may be submitted in advance users must submit this file at least 2 days in advance of the payment date to ensure payments are made DOC NO119UM doc Page 21 of 34 See the technical manual for details of the file formats used by each compatible system Transaction types for collection type files will be 01 for the first time a collection is made or 17 for normal collections For AUDDIS type files the transaction types are ON for new details OC for cancellations and OS for switches from paper to AUDDIS type DOC NO119UM doc Page 22 of 34 8 Post Session A Sage 200 Sage200 v2009 SOL 2005 e S RW laj xj File View Tools e Help Search Help D VC NO119CAB SL DD Collect 1 pf Parameters E NO119CAB SL DD Collect 1 2 0 0 Post Session R o xi Session Date y Type Description Cutoff Date Pay Dats User No UserName Printed Exported Posted Rejects allocated Filename Weekly sessio 19 05 2009 21 05 2009 Yes Yes No No No 19 05 2009 15 43 Collection du 2 DAVE No BACS_20090520 Process Date 20 05 2009 al Post JT Show All History Close Sales Order Processing oee a Workspaces Favourites User DAYE Configuration Full_Rol
5. Tax Rates Country Codes Currencies and Exchange Ral Customer and Supplier Analy Customer and Supplier Roles Customer and Supplier Docun Transaction Analysis Codes w E ORES d a Sales Ledger A Purchase Ledger ASM Customer and Supplier Analysis Codes loj x M Analysis headings amp usage m Values LO Nominal Ledger A Cash Book Ah Stock Control Price Book Sales Order Processing More information Purchase Order Processing Bill Of Materials Visit the Sage website J How do I change this view F e e op Workspaces br br Go to sage co uk Favourites User DAYE Configuration Full_Role start E Sage 200 Sage200 v 2 14 25 This screen shows how the optional Analysis Codes facility is defined which allows customers to be grouped into collection runs if required The analysis code shown has 3 options every customer must belong to one of these types and the sessions both collection and AUDDIS offer the ability to select any number of these analysis codes to be included DOC NO119UM doc Page 11 of 34 v2010 onwards This is slightly different to previous versions as there are 2 screens involved The first sets up the analysis code for use and the second defines where in the sales ledger the analysis code gets used File View Tools Windows Help Search Help a How did you hear about us i Li Country Codes ES Pur Mar
6. AUDDIS Conversions section 1 is ticked then this will create details for converting the paper mandates to electronic format this step has to be performed because BACS rules prevent the collection of both paper and electronically logged accounts within a single collection session If the parameter AUDDIS Conversions section 1 is not ticked normal conditions then this will create a file of details changes to be submitted This can consist of e New customers being created with bank details e Existing customers having their previously submitted details changed to new details e Existing customers having their previously submitted details to be empty and hence representing that the customer is no longer to be collected by direct debit Note It is recommended that this is the means to indicate that a customer is no longer to be included so that it can submit the cancellation mandate to the bank and it will then in turn remove the pay by direct debit option directly The export file that is created may hence have a single entry for a customer with transaction types of OC for cancellation or ON for new details or BOTH entries if the details have changed An AUDDIS conversion file will have a transaction type of OS DOC N0O119UM doc Page 31 of 34 14 Set Submissions Made Flag Sage 200 Sage200 v2009 SQL2005 la x File view Tools ys Help Search Help Menu Favourites Workspaces Print Report Ko Refresh
7. Collect 1 2 0 0 Set Customer Pi aoiz Payment Group Weekly J Force All Customers to this setting E Sales Ledger a Purchase Ledger ES SR Nominal Ledger E Cash Book Ki Stock Control SS Price Book el Sales Order Processing D ie e Workspaces Favourites User DAVE Configuration Full_Role A start E sage 200 Sage200 v 26 DS mee This screen permits a rapid solution to the issue raised in section 2 3 whereby customer accounts can be created without the payment group analysis code being defined This allows for 2 scenarios a By leaving the Force All Customers to this setting flag unticked any customer without an analysis code will be defined with the analysis code selected from the list b By setting the Force All Customers to ticked ALL customers will be defined with the analysis code selected from the list overriding any existing setting if required DOC N0O119UM doc Page 28 of 34 12 Clear Lock Sage 200 Sage200 v2009 SOL 2005 J i 18 x File View Tools Windows Help SE E change User 7 show Home Page d imo Menu Favourites Wor Print Report ey Refresh Change Company BE reste Collection Session Janage Sessions Print Session Letters 5 Export Session Post Session import Rejections import Bank Details et Customer Payment Groups lear Report Lock reate AUDDIS Session Set Submissions Made Sx NO119CAB SL DD C
8. Note You cannot process this stage until the Rejection Time Frame period has passed from the Payment Date to ensure that the rejection file can be returned before premature allocations get performed The reference given on the cash book and sales account transactions is REddmmyyyy Where ddmmyyyy is replaced with the process date entered DOC NO119UM doc Page 25 of 34 10 Import Bank Details Te ee la x File View Tools Windows Help Search Help Menu 7 Favourites Workspaces Ges Print Report Ko Refresh Change Company Eg Change User e Show Home Page Menu E E N0119CAB SL DD Collect 1 arameters ustomer Bank Details reste Collection Session Janage Sessions 5j Print Session Letters sport Session 5 Post Session import Rejections import Bank Details et Customer Payment Groups lear Report Lock reste AUDDIS Session Set Submissions Made Z NO119CAB SL DD Collect 1 v2 0 0 Import Bank Details Filename ic imports BankDetails txt oe Ba Sales Ledger a Purchase Ledger Close IER Nominal Ledger E Cash Book A0 Stock Control SS Price Book el Sales Order Processing D ie e Workspaces Favourites User DAYE Configuration Full_Role start E sage 200 Sagez00 v 2AL7 DB mes This screen allows initial data importing of customer banking details from a csv file to populate the sales ledger record from another source This can allow parallel
9. rapid ticking clearing of the boxes for this process if required One example is a session is created but only a single customer is to be included in this session you select that customer then use the Toggle All button to set every other customer instead and then click the Cust Delete button you will be left with a session for a single customer As you change the selection on the top customer grid the lower grid will reflect the invoices credit notes included in their total Again tick the box s against a specific item s and use the Item Delete button to remove the item s and update the customer s total Note It is better to remove a customer from the top grid rather than remove all the entries from the lower grid the customer will still be excluded from the export file but a warning would be given if the customer has a nil or negative value remaining DOC NO119UM doc Page 18 of 34 The Print buttons allows a detailed report to be printed of all the information contained within the session if required The Cust Delete Refresh Bank and Item Delete buttons are not available once the session has been posted DOC NO119UM doc Page 19 of 34 6 Print Session Sage 200 Sage200 v2009 SQL2005 J la xi File View Tools s Help Search Help D VC NO119CAB SL DD Collect 1 al Parameters SIE Allocated Fiename No NO119CAB SL DD Collect 1 v2
10. reste AUDDIS Session jet Submissions Made M Payment Groups E Sales Ledger a Purchase Ledger LO Nominal Ledger Se Cash Book A0 Stock Control Price Book Sales Order Processing DR ear Workspaces Favourites User DAYE Configuration Full_Role start E sage 200 Sagez00 v k Br 15 43 Creates a new session ready to be processed by all the other stages It is important to allocate outstanding cash to the customer s account before running this section otherwise the system will treat unallocated cash as being on account and hence may include invoices that have already been paid but not yet allocated Invoice Due Cut Off Date All outstanding invoices and credit notes with a due date on or before this date will be included If the sum of these is negative then the account will be excluded from the session anyway Default is today Payment Date The date on which the customer can expect to see the money to be taken from their account and the date on which the receipt will posted into the Sage accounts This is also used for the letters process as the payment date Default is 1 weekday from today does not check for Bank Holidays Include customers where Payment Group is unspecified See section 2 3 which describes why customers may not have a payment group defined This option which is selected by default ensures that any customers without a payment group a
11. 0 0 Print Session Session Date tyne Description Cutoff Date Pay Date User No Posted Rejects EA 19 05 2009 19 05 2009 21 05 2009 2 No No DAVE No No 1 Collection Weekly session 19 05 2009 15 43 Letters Labels Email IT Show All History SC Sales Order Processing oaeee Workspaces Favourites User DAVE Configuration Full_Role A start E sage 200 Sage200 v ZieS De 09 51 This screen allows printing of letters to customers detailing when they are having their direct debit taken much like a statement It also allows printing of labels for envelopes should these be required single column labels only The option to Email is provided to send an email with the report attached as a pdf file directly to the customer Any customer failing to locate an email address from the chain of contacts will have their report printed anyway with a label also The contact is located using the Email Contact Role setting from the parameters in section 1 Whoever is defined as the default contact for that role is checked for an email address If no email address present the system drops to using the send statement to contact role instead and if this fails then the system drops to using the account contact role instead and if this still fails then the system prints the report instead There are different stationery layouts defined within the standard Report Writ
12. 00 Sage200 v2009 SOL 2005 7 e l lSl File View Tools dows Help Search Help Menu Favourites Workspaces de Print Report Ko Refresh Je Change Company PE change User E show Home Page BACS_20090520 19 05 2009 15 43 Weekly session 19 05 2009 21 05 2009 No 19 05 2009 14 48 AUDDIS First 2 customers 19 05 2009 21 05 2009 2 DAVE No No Yes Yes No Edit Delete M Show All History Se el Sales Order Processing ec Workspaces Favourites User DAYE Configuration Full_Role A Start 5 c SagelLogon Desktop sage 200 Sagez00 v A amp 11 21 Many of the screens are based upon a common format These notes describe the layout of the screen Session Date The date and time the session either collection or AUDDIS was created Type The type of session This is either Collection for a session that is requesting money from a customer s bank account or AUDDIS for a session that is transmitting customer bank detail information Description The optional descriptive text entered when creating either session type CutOff Date The date up to which invoices due for payment by are included in a collection type session defined at time of creating session Not applicable to AUDDIS type sessions where it will show the date created Pay Date The date on which payments in a collection type session should be transferred defined at time of creating session Not applicable to AUD
13. DIS type sessions where it will show the date created plus 3 working days DOC NO119UM doc Page 33 of 34 User No User Name The number and name of the user that created the session Printed Has the session had statement letters or emails sent for collection type sessions Will always be No for AUDDIS sessions as these are not processed through the print stage Exported Has the session had the export file created for either collection or AUDDIS type sessions Posted Has the session updated the ledgers for either collection or AUDDIS type sessions Rejects Has the collection session had the ARUDD rejects file imported or by passed if no rejects were returned Will be set to Yes on an AUDDIS type session as part of the Posting stage as this marks the session completed Allocated This should mirror the same state as the Rejects state for collection type sessions but may be left as No if there is a problem allocating the batch after the rejects file is imported Filename The name of the file created by the export stage for the file to be submitted to the BACS system for transmission Show All History By default only sessions that have NOT had their rejections imported i e not processed by section 9 and hence still active are shown all sessions that are considered closed are excluded for the list Ticking this box will then list ALL sessions DOC NO119UM doc Page 34 of 34
14. User Manual SL DD Collect 1 v2 0 9 with v2010 Objective A means to collect money from customer accounts via the Sales Ledger in Sage 200 using Direct Debit mechanisms provided by BACS systems in a similar manner to the Suggested Payments mechanism built into the standard Purchase Ledger mechanism This will create a list of receipts to request from suitably configured customer bank accounts allow this list to be amended remove items or customers post the receipts to the cash book and sales ledger and allow any rejections file returned by BACS ARUDD to post a payment back to the cash book and sales ledger accounts to indicate that the money did not get paid and then allocate the rejection payment to the receipt or the receipt to the invoices being paid automatically Customers may be grouped using an analysis field to permit for example creating batches of receipts on different payment schedules It is possible to also print letters and labels to send to customers if required These may also be emailed to the customer s contact All processing is performed using the concept of a session that encapsulates all the processes and it is possible to have multiple sessions running concurrently AUDDIS processing capability is also included This allows electronic submission to the bank of the direct debit mandate instruction details rather than paper submissions AUDDIS can be implemented at any stage
15. actually creating a report DOC N0O119UM doc Page 29 of 34 If there is no lock in place this screen is harmless and will report that there is no lock present and will not allow access to the OK button If a user attempts to create a print process whilst another is running the system will wait for up to a minute for the other process to end before stopping and allowing the user to try again later DOC NO119UM doc Page 30 of 34 13 Create AUDDIS Session Sx Sage 200 Sage200 v2009 SQL2005 P 18 x File View Tools dows Help Search Help Menu Favourites Workspace eS Show Home Pag i Menu E N0119CAB SL DD Collect 1 2 0 0 Create E E N0119CAB SL DD Collect 1 Parameters Customer Bank Details eate Collection Session nage Sessions J Print Session Letters Export Session IV Include customers where Payment Group is unspecified st Session port Rejections Import Bank Details Set Customer Payment Groups Clear Report Lock Create AUDDIS Session Set Submissions Made Session Description First 2 customers Payment Groups Payment Group E Sales Ledger a Purchase Ledger LO Nominal Ledger Sei Cash Book A0 Stock Control SS Price Book Sales Order Processing Workspaces Favourites User DAVE Configuration Full_Role start sage 200 Sagez00 v amp 14 48 This screen creates an AUDDIS session file If the parameter
16. as section 5 2 DOC NO119UM doc Page 17 of 34 5 2 Manage Session Details Sage 200 Sage200 v2009 SQL2005 Ee l lSl File View Tools Windows Help Search Help Menu Favourites Workspaces Print Report D ei Company Eg Change User ft Show Home Page m Customers a lt ul Mee DD IT Cust Ref a Sort Code Bank Acc No BACS Reference Total Value F geng crete ABB001 Abbey Retail Ltd 123456 12345678 Acc Name 1 BACSREF1 8320 24 I Betoo1 Better Kitchens 234567 23456789 Acc Name 2 BACSREF2 3459 20 19 05 2009 15 43 Cust Delete Refresh Bank Select All Clear All Toggle All Tick Customers to adjust M ABB001 Abbey Retail Ltd A I 0000000321 29 08 2008 8320 24 2654 z jE E A os Price Book Item Delete Tick Transactions to adjust Sales Order Process Print Close Workspaces Favourites User DAYE Configuration Full_Role start E Sage 200 sage200 v20 E N0119CA8 SL pp colle 2 DS mag This screen allows detailed amendments of the session The top grid shows all the customers that are included in the session Tick the box s against the customer account number and you can use the Cust Delete button to remove that customer from the list completely The Refresh Bank button allows the banking details to be updated on the customer record and then refreshed through to here if required The Select All Clear All and Toggle All allow
17. ct 1 al Parameters a NO119CAB SL DD Collect 1 2 0 0 Import Session Rejections jo x Session Date tyne Description cutoff Date PayDate User No UserName Printed Exported Posted Rejects allocated Filename 19 0 19 05 2009 21 05 2009 2 Yes Yes Yes No No 5 2009 15 43 Collection Weekly session DAVE No BACS_20090520 Filename C Imports PE Process Date 2005 2009 al Import I Show alll History Close el Sales Order Processing BAe as Workspaces Favourites User DAVE Configuration Full_Role A start EE Sage 200 Sagez00 v 26 DB os This screen is dual purpose e Allows the rejections file returned by BACS ARUDD to be processed so that any payment requests that were refused by the customer s bank because of fund shortage no direct debit mandate etc can be reversed from the system with a payment transaction e Allows the receipt to be allocated to the payment transaction or where no rejection was issued the receipt to be allocated to the relevant invoices and credit notes Leave the filename BLANK if the session is to be processed WITHOUT a rejections file this allows for the scenario where all requests were successful This simply performs the allocation stage The Process Date which defaults to the batch payment date is the date to be used for the payments made to the ledgers This may be amended if required DOC NO119UM doc Page 24 of 34
18. ds to suit these requirements Account Name 18 character account holder s name Must not be blank BACS Reference The reference of the direct debit agreement with the customer Minimum of 6 characters 18 characters maximum upper case enforced DOC NO119UM doc Page 7 of 34 2 2 Contact Details sist e le x Fie View Tools Windows Help Search Help Dashboards Welcome Page G E Sales Accounts i Enter New Account i write OFF Account A Sales Enquiries LA Enter Transactions Adjust Transactions t Period End Routines H Reports Utilities Bete t00 BAe e Fay This screen shows the standard contacts tabs and shows the fact that the selected contact there can be more in the list is the preferred contact for the Direct Debit Contact role defined in the parameters and from where the system will extract the email address for this contact for use with the email statements in section 6 DOC N0O119UM doc Page 8 of 34 2 3 Analysis Codes Sage 200 Sage200 v2009 SQL2005 l l xi File View Tools Windows Help Search Help EL Menu a Workspaces es Print Report lt Refresh e Change Company Eg Change User CG Show Home Page Dashboards come Page i 5 SL Amend Account Details for Abbey Retail Ltd loj x Company Contacts Trading Payment Credit Documents attachments Memo Bank Details les Account
19. e start E sage 200 Sage200 v ZE ae o s2 Collection type sessions This screen commits the payment requests to the Sage ledgers A single cash book posting is made for the total batch allowing easy bank reconciliation and attached is 1 receipt for each customer regardless of the number of invoices etc The Process Date which defaults to the batch payment date is the date to be used for the receipts made to the ledgers This may be amended if required The reference given on the cash book and sales account transactions is IRddmmyyyy Where ddmmyyyy is replaced with the process date entered AUDDIS type sessions The post session operation for AUDDIS is intended to instruct the system that the previously exported file has actually been sent to BACS and hence it resets internal fields on the customer records as to their AUDDIS status The session is then closed as no further processing is required for this type as there is no electronic reply from banks for any rejected mandates see the BACS site for any error reports and amend the customer details as required and resubmit another AUDDIS session with these changes Note There is a 5 day period between submission of the AUDDIS details and being able to collect from that customer DOC NO119UM doc Page 23 of 34 H Import Session Rejections Sage 200 Sage200 v2009 SQL2005 E lal x File View Tools s Help Search Help 2 N0119CAB SL DD Colle
20. e E E E R 32 Other screen and processing notes 33 DOC N0119UM doc Page 2 of 34 1 Parameters Sage 200 Sage200 v2009 SOL 2005 NO119CAB SL DD Collect 1 v2 0 0 Parameters File View Tools ys Help lenu Wo ces e Bank Account Main Bank Account 10 23 17 00894234 Menu Rejection Time ju Frame Days N0119CAB SL DD Collect 1 E Parameters Customer Bank Details Payment Request Export file default location name Create Collection Session SS Manage Sessions C Exports Print Session Letters Payment Rejection Import file default location name Export Session Eaim C Imports Di Post Session imports Import Rejections BACS Syst Import Bank Details em Albany ALBACSip Set Customer Payment Groups Clear Report Lock Payment Group BACS Analysis e Create AUDDIS Session Analysis Heading id Set Submissions Made Email Contact Role BACS Statement To m Email temporary folder ES CAExportEmails BS Ba Sales Ledger Email Server IP 192 168 0 16 Email From Address BACS DWSSL CO UK a Purchase Ledger LO Nominal Ledger Email Subject Line BACS Collection Due ECH Cash Book Email Body Text Message Line 1 D r ih Stock Control lessege Lined This is a very long line that displays the ability to hold any text that is required and will Price Book provide word wrapping to make presentation acceptable regardless of how the Ss customer changes the report layout fields el Sales Order Process
21. e sales ledger maintenance screens New and Amend but not the enquiry where the customer s banking details can be recorded Use Direct Debit Collection This box must be ticked for the system to include this customer in the sessions It is possible to record the customer s banking details in the other fields on this screen but without ticking this box those values will not be used It is not possible to tick this box if the customer s account currency is not the same as the default bank s currency in the parameters in section 1 DOC NO119UM doc Page 6 of 34 Bank Name This box allows selection of banks that do NOT follow the standard BACS numbering rules for sort codes and account numbers Leave set to BACS Compatible for any bank not listed else select from National Westminster Bank use last 8 digits of 10 Co Operative Bank uses first 8 digits of 10 Alliance amp Leicester uses last 8 digits of 9 1 digit as last Girobank digit of sort code National Savings Bank is National amp Provincial BS ee Use BACS Compatible also for any account in the banks listed above BUT WHERE the account number is 8 digits as for example Alliance amp Leicester have used both 8 and 9 digit codes Sort Code Bank Sort Code 6 digits auto hyphenated Account Number 8 digit account number Note Some banks have account numbers longer than this follows BACS guidance rules on how to adjust account number and sort code fiel
22. er for the Letters and Email versions DOC N0O119UM doc Page 20 of 34 7 Export Session Sage 200 Sage200 v2009 SQL2005 i lal x File view Tools s Help Search Help Me Workspaces amp Print Report S y Refresh Change Company Eg Change User tt Show Home Page N0119CAB SL DD Collect 1 al Parameters EX NO119CAB SL DD Collect 1 v2 0 0 Export Session 0 x Session Date type Description cutoff Date Pay Date te No userName Printed Exported Posted Rejects allocated Fiename 19 0 19 05 2009 21 05 2009 2 No 5 2009 15 43 Collection Weekly session DAVE Yes No No No Filename C Exports BAC5_20090520 095201 txt SS Process Date 21 05 2009 el Export I Show all History Close el Sales Order Processing GE ile ar Workspaces Favourites User DAVE Configuration Full_Role A start E sage 200 Sage200 v 26 DS os s2 This screen creates the export file to be used by the BACS system Select the session to be exported Warnings will be given if this session has been exported before or not yet printed or already posted The filename is defaulted to the value stored in the parameters in section 1 Payment Request Export File default location name but may be amended here if required If no filename was supplied it will be created in the format BACS_yyyymmdd_hhmmss txt replacing with the current year month day hour minute second to generate a unique
23. es DOC N0O119UM doc Page 3 of 34 Payment Rejection Import File default location name The default location and or filename for the import file that is sent back from the BACS system to advise of payment requests that failed This can be overridden at run time if each import file has a unique name for example If saving only the path to import from ensure that the entry ends with V to indicate a folder name e g c imports BACS System Specifies which BACS system is to be used for the communications to BACS Current release supports Albany ALBACSip Version One DbBACS IP Accountis EigerPAY Payment Group Analysis Heading Use is optional Defines which of the analysis codes on the sales ledger is used to group similar customers together when not all customers are to be included in a processing run This may be for logical groupings such as payment days within a month payment frequency etc See also section 2 for details of how this is operated on the customer screens Email Contact Role The sales ledger allows roles to be define to which you can attach one or more contacts on the ledger to fulfil that role and one contact is defined as the default for the role This setting allows specification of which contact role is to be used for the production of email statements section 6 for transmission directly into the contact s inbox This role is intended to be distinct from the send statement to and accoun
24. ing This will also print me fol ei A f 5 EJ SAS V Enable AUDDIS Workspaces IT AUDDIS Conversions Favourites User DAYE Configuration Full_Role Save Cancel start sage 200 Sage200 v dief 14 28 The parameters screen allows setup of the system Once defined it should not need any further amendments Bank Account Defines into which bank account the receipts payments are to be posted This can be amended on this screen if a different bank account is required to receive the monies Ensure the bank account in the cash book has the sort code account number account name fields completed Rejection Time Frame A security mechanism to prevent the sessions from being closed off and allocated before a suitable number of days to allow a rejections file to be returned from BACS The payment date of the batch has this value added and the rejections process cannot be run until that date occurs Payment Request Export File default location name The default location and or filename for the export file that is sent to the BACS system for transmission to BACS to request the payments This can be overridden at run time if each export file is to have a unique name for example If no filename is supplied recommended then one will be generated automatically in the format BACS_yyyymmdd_hhmmss txt replacing with the current year month day hour minute second to generate a unique filename for processing purpos
25. l be shown from this point onwards as the format that will be used for the export rather than in their original format DOC NO119UM doc Page 16 of 34 5 Manage Session Managing sessions is split over 2 screens The first allows selection of the session to be managed and the second allows management of that session 5 1 Select Session to Manage Sage 200 Sage200 v2009 SQLZ005 2 l l xj File View Tools Search Help aai Refresh EL Menu bal Workspaces Print Report Es Change Company Ki Change User fat Show Home Page E J NO119CAB SL DD Collect 1 NO119CAB SL DD Collect 1 v2 0 0 Manage Session 5 x Session Date Type Description cutoff Date Pay Date User no User name Printed Exported Posted Rejects Allocated Filename 19 05 2009 15 43 Collection Weekly session 19 05 2009 21 05 2009 2 DAVE No No No No No a amp ale IS H D A0 Delete I Show All History cose Price Book E Sales Order Processing BBE e Workspaces Favourites User DAVE Configuration Full_Role start E sage 200 Sagez00 v d This screen allows you to select a session from the available list Use the delete button to remove a session from the system completely Note it is not possible to remove a session that has been posted section 8 as this requires processing to completion as cash postings have been made to the system Use the edit button to access the details screen
26. ock Cc Ontario Constructio Ouest Home Stores Ottawa Kitchens C E Sales Or Rose amp Woodpack E Save Close Workspaces Favourites User DAVE Configuration Full_Role A start E Sage 200 Sage200 v Zei 14 42 Price Bo z r T e e e T F e e e S e e 7 This screen shows the same details as section 2 but the screen provides for rapid entry of the banking details only directly into a grid without having to access each customer s record in the sales ledger and hence is highly suited for initial data setup It is not possible to tick the Use DDr Collect box if the customer s account currency is not the same as the default bank s currency in the parameters in section 1 DOC NO119UM doc Page 14 of 34 4 Create Session Fs sage 200 Sage200 v2009SQ 2005 eis File View Tools Windows Help Search Help ch print Report FS Refresh Meal change Company I change User 42 show Home Page Menu Favourites NO119CAB SL DD Collect 1 2 0 0 Create Banking sessioni EZ arameters customer Bank Details reste Collection Session lanage Sessions rint Session Letters Criteria Invoice Due Cut Off Date 19 05 2009 fa Payment Date 21 05 2009 fa IV Include customers where Payment Group is unspecified Session Description Iech session xyz import Rejections import Bank Details et Customer Payment Groups lear Report Lock
27. ollect 1 2 0 0 Clear Lock 5 x The system is currently locked by user 2 Are you sure you want to clear this lack E Sales Ledger a Purchase Ledger LO Nominal Ledger fl Cash Book A0 Stock Control Price Book Sales Order Processing Gof e g Workspaces Favourites User DAYE Configuration Full_Role start sage 200 Sagez00 v 26 DS 09 57 This screen is a utility that allows a temporary report lock to be removed from the system under extraneous circumstances NOTE This option is NOT available or required in v2010 onwards as the new Report Designer changes made this requirement obsolete There are 2 places in the system when the system must guarantee sole user access to a temporary database file that contains details of data to be printed namely the Print button in Manage Session Details section 5 2 and the Print Session screen in section 6 Both of these require a lock to be placed on the system for the duration of the report it is creating and will be automatically removed when completed For the duration of the lock no other user would be able to initiate another print session In odd circumstances such as a power failure this lock may remain on the system and this screen is then used to remove that lock The screen above shows when a lock is in place and using the OK button will remove the lock do this only if you are sure that the user number shown in not
28. paper based mandate instructions to AUDDIS electronic rules There is a special submission file required by the bank to convert mandates to AUDDIS rules see Create AUDDIS session in section 13 once this is submitted then this option is disabled again and should not be used ever again DOC N0119UM doc Page 5 of 34 2 Customer Bank Details Sales Ledger 2 1 Bank Details Sage 200 Sage200 2009 SQL2005 E 18 x File View Tools Windows Help Search Help Menu Workspaces e Print Report a Refresh Change Company Ki Change User tt Show Home Page Dashboards SL Amend Account Details for Abbey Retail Ltd Tigi x Company Contacts Trading Payment Credit Documents Attachments Memo Bank Details J Sales Accounts nter New Account mend Account Details mend Account Status rite OFF Account Sales Enquiries E Enter Transactions E Adjust Transactions Period End Routines Reports lt Q Utilities Use Direct Debit Collection Vv Bank Type Bacs Compatible zl Sort Code Laag Account Number 12345678 Account Name JaccNamed BACS Reference bc E Sales Ledger a Purchase Ledger LO Nominal Ledger Si Cash Book A0 Stock Control a Price Book j Sales Order Processing Goi ee Workspaces Favourites Save Clear Delete User DAYE Configuration Full_Role start sage 200 Sagez00 v 2 14 30 The screen above shows an extension of th
29. re included in the batch Untick this to ensure that only customers on the correct payment group s are included see below DOC N0O119UM doc Page 15 of 34 Session Description Allows entry of an optional 30 character description to allow identification of this session Payment Groups list This list shows all the different payment groups defined Tick which are to be included in the batch Customer that have a payment group that is not ticked here will NOT be included in the processing Processing Accounts that have their banking details Pay By BACS setting ticked will be included unless e Sort Code does not contain 6 digits Bank Account does not contain 8 digits BACS reference does not contain at least 6 characters Bank account name is blank The sum of outstanding invoices credit notes is not positive The sum of outstanding invoices credit notes exceeds the current balance Currency of customer account does not match the bank account currency Accounts that fail for the above reason will be included on an audit report created automatically for review Transactions that are on query are not included Transaction that are already included on another batch that has NOT reached the allocations stage will also be excluded to ensure monies are not requested during the crossover period of these sessions Note the sort code and account number are converted the standardised BACS format prior to the checks above and wil
30. s Enter New Account Trading details Amend Account Details SC Amend Account Status Country code Je Great Britain z D U N S number Write OFF Account Dorak Fik eaae 1 Std Rate ps IT Use tax code as SOP default Q Sales Enquiries Enter Transactions a Adjust Transactions DG Period End Routines EA Reports 4 40 Utilities Tax number kr 5749 32 Keep transactions for 24 calendar months Order priority fa DI f Default nominal code gt Jaiico SAL BES Sales Bespoke Kitchens E a Purchase Ledger LO Nominal Ledger E Cash Book Ki Stock Control Price Book Cus Type Region sCOTScotland E Sales Order Processing BOKSE Workspaces Favourites User DAYE Configuration Full_Role start E Sage 200 Sage200 v Ze 14 40 This screen shows the analysis code setup for the Payment Group Analysis Heading parameter defined in section 1 Note this is NOT a mandatory field to define within Sage and has no default value so unless completed the analysis value for a customer will be blank This can be addressed using the set customer payment group option in section 11 DOC N0O119UM doc Page 9 of 34 2 4 Set Customer Roles Sage 200 Sage200 v2009 SQL2005 File View Tools Windows Help Bil wn E Di WP nec EL Menu Workspaces es Print Report lt Refresh kal tings Company Details System Setting
31. s View System Settings Tax Rates Country Codes Currencies and Exchange Ral Customer and Supplier Analy M Roles c L Za ASM Customer and Supplier Roles Change Company Eg Change User Show Home Page Dashboards Welcome Page SendRemittanceTo Account SendStatementTo aa KKK Customer and Supplier Roles Customer and Supplier Docun Transaction Analysis Codes y EELS e d a Sales Ledger a Purchase Ledger IER Nominal Ledger A Cash Book A Stock Control Price Book E Sales Order Processing E Purchase Order Processing gt Bill Of Materials Ce 2 Workspaces Favourites User DAYE Configuration Full_Role start E Sage 200 Sage200 v 2 j 14 20 This screen shows how to define the option contact role on the sales ledger to allow the specification of a contact on the account that is to receive the BACS notification document via email if used Note Ticking the Use with documents option forces the role to be defined for every account and it is recommended that this option is taken DOC NO119UM doc Page 10 of 34 2 5 Setup of Customer Analysis Codes Up to v2009 only eis File View Tools Windows Help Search Help Menu E Workspaces Print Report ZC Refresh Change Company CS Change User t Show Home Page Dashboards Welcome Page Menu E49 Settings Company Details System Settings View System Settings
32. systems to be synchronised as it will overwrite any existing data File format csv file no header line all columns in set sequence Columns Account Number Text 8 Must exist in sales ledger Pay By Bacs Text 1 1 character Y or T for yes else no Bank Name Text see note 1 Sort Code Text 6 nnnnnn no hyphens Bank Account No Text 8 Bank Account Name Text 18 BACS Reference Text 18 should be upper case alpha numeric DOC NO119UM doc Page 26 of 34 Note 1 Value must be one of the following BACS Compatible National Westminster Bank Co Operative Bank Alliance amp Leicester Girobank National Savings Bank National amp Provincial BS Any value NOT as listed including blank will be treated as BACS Compatible unless the account number field exceeds 8 digits in which case an error will be reported DOC NO119UM doc Page 27 of 34 11 Set Customer Payment Group Sage 200 Sage200 v2009 SQL2005 la x File View Tools Windows Help Search Help Menu Favourites Workspaces Ges Print Report Ko Refresh Change Company Eg Change User e Show Home Page eee Menu E E N0119CAB SL DD Collect 1 i arameters ustomer Bank Details reate Collection Session lanage Sessions 5j Print Session Letters xport Session SJ Post Session import Rejections import Bank Details et Customer Payment Groups lear Report Lock reste AUDDIS Session Set Submissions Made NO119CAB SL DD
33. t roles as these are also used as fallbacks when the role defined here does not have an email address Email temporary folder The email statements from section 6 are created as pdf files and this setting defines the location of the folder where these are stored temporarily before attaching to emails and sent and the pdf file is then deleted Any files remaining in this folder are the result of a failed email transmission Text 250 characters max Email Server IP The ip address of the SMTP email server used to send the email statements from section 6 Text 100 characters max Email From Address The address that is used on the email statements in section 6 as the sender and hence would be used by the recipient as the return to address Text 200 characters max DOC NO119UM doc Page 4 of 34 Email Subject Line The subject text for the email statements in section 6 Text 200 characters max Email Body Text The detail of the email for the email statements in section 6 This is fixed text and may spread across multiple lines Text 1000 characters max Enable AUDDIS Tick this box to allow the system to process sessions based on AUDDIS rules If not using AUDDIS do not tick this box Even if not subscribing to the AUDDIS system it is advised that this feature is enabled as it can be used to report what direct debit mandates need submission to the bank etc AUDDIS Conversions Use this tickbox ONLY when converting the data from
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