Sage Live What s New November Release. Sage Connected Apps v1.31 Sage Live v52

Transcription

1 Sage Live What s New November Release Sage Connected Apps v1.31 Sage Live v52

2 Table of Contents 1.0 Lightning Overview How to enable the Lightning Experience Navigating the Lightning Experience Customizing list views Changes to the Setup screen Where is Documents? Upgrades Basic Upgrade Steps Admin user notifications Deep links in upgrade steps Sage Intelligence Reporting Cloud Registration Number Type & Number Year End Process by Company Dimensions Dimension Ledger Accounts Ledger Accounts & Ledger Analysis Account Number and Description fields for Ledger Accounts Six Levels in Ledger Analysis Filter by Amount for Rows in Ledger Analysis Sales & Purchase Transactions Posting Invoice Discount via Credit Note Reference Description Treat As Available In Mobile Posting Rules Using Ledger Accounts in a Related Tag Relating one dimension tag to another Using the related dimension in the posting rule Ledger Entries 30 Page 2 of 44

3 10.1 Renumbering Ledger Entries BACS Credit Transfer BACS Credit Transfer Template Defining the Company Bank Account information Vendor/Supplier Bank Information Report Feed BACS Credit Transfer Feed Entering the Purchase Invoice Processing payments using BACS Credit Transfer Practice Management Productivity Tab Productivity Configuration Contract Proposal Additional Enhancements Permission Sets Audit Views Validation Rule for Account Creation in France Allow Withholding Amount To Be based on Total or Net Check Amount in Words 44 Page 3 of 44

4 1.0 Lightning 1.1 Overview The November release brings one of the most significant changes to the Sage Live application. The new Salesforce Lightning Experience is now a part of Sage Live, bringing with it a fast, new, and beautiful interface. The Lightning Experience is not just for looks there are multiple enhancements in the new interface, designed to increase productivity and improve the ease of use. Here is a list of the Lightning Experience enhancements in Sage Live: 1. Easier navigation with main tabs and sub-tabs, enabling less clicks per action. 2. Improved mass-action buttons as well as quick actions per transaction. 3. Beautiful new UI. 4. Enhanced Welcome screen (Comin in future release). 1.2 How to enable the Lightning Experience Follow the steps below to enable the Lightning experience. 1. Go to Setup in upper right corner of your screen, click there, then click on the menu item on the left hand navigation named Lightning Experience. Page 4 of 44

5 2. The Lightning Experience Migration Assistant page is revealed with items (video, trailhead, etc. from Salesforce) to help understand what the Lightning Experience is all about. As you scroll down the page take notice of two specific areas to pay close attention to as you update your Sage Live system with Lightning. 3. First - As you scroll down the Migration Assistant screen you will see the area below that allows you to Set Up My Domain. This process will walk you through setting up your domain if you have not done so to this point in Salesforce. There are additional steps shown below once you choose this option. Keep in mind this step must be done PRIOR to the release update procedures located on the separate Release Update Document. For future reference in the Spring 17 Salesforce release, My Domain will be enforced by Salesforce to All customers, so we are working through this during the Sage Live November release to help alleviate any concerns that may come at that time. Page 5 of 44

6 4. When you choose Set Up My Domain, if you have not setup your domain prior to this point in time, you will be presented with the following walk through wizard. There are 3 things to take notice of here (1) pick a domain name that you like for your organization, (2) check its availability (like choosing a user name in Gmail or Instagram), and (3) You will register the domain with Salesforce so it s unique to your organization. The wizard will walk you through the steps and allow you to set up the domain you ll use going forward. ** If your company s Org and Domain are already setup, you will see the following screenshot below, which takes you automatically to step 4 and allows you to Edit anything here if necessary. When integrating with such programs as Yodlee, the Prevent login from checkbox should be cleared (not selected). Page 6 of 44

7 5. Once your domain is set up or in place the way you like it, you can modify your Activity Settings by clicking the link and following the screens shown. You will submit the changes preferred. 6. As you scroll down the Migration Assistant page you will find the Enable the Lightning Experience section. Slide the toggle to Enabled (shown in green here) and the popup shown here will appear. Click Finish Enabling Lightning Experience button to complete the setup. 7. Once the process completes go to the top menu under your User Name where you will find in the dropdown Switch to Lightning Experience. When you click here it will take you to the Lightning Experience associated with the Sage Live solution. Once you have updated your Sage Live application to engage the Lightning Experience you will can enable users with the improved user interface and be able to switch back to the classic interface, as needed (shown on the right screenshot), depending on the application you are using at any given time or if you would like to take advantage some of Salesforce s new features (i.e. Documents) that are not Lightning ready for this release. Page 7 of 44

8 8. When users switch to Sage Live s Lightning Enabled Experience you will see the new user interface that will allow users to take advantage of the easier to navigate and feature rich environment we have developed. Some of the areas are shown below with the various screenshots. These are only a few of the many enhancements made to Sage Live through the new Lightning user interface. Enhanced Filtering and Charting inside Sage Live Ability to capture Notes Enhanced Collaboration feature inside Sage Live Page 8 of 44

9 Directly from inside Sage Live Multiple Actions from within specific pages Enhanced Dynamic Dashboards Page 9 of 44

10 Easy to find All Apps and Items 1.3 Navigating the Lightning Experience 1. First thing you will notice is the new Sage Live Lightning branded app. Clicking it will launch the App Launcher where you can view all objects, like the Plus icon in previous versions. 2. The main tab and sub tabs make it easier to navigate between various objects. 3. New, mass action buttons as well as record-level quick actions minimize number of clicks per transaction. 4. The current company is always visible. 5. More detail in list views without having to click into the record. Page 10 of 44

11 1.4 Customizing list views In this release, for standard Salesforce objects, such as Accounts, the list views can be customized using the List View Controls. For all non-standard objects, the List Views can be customized from the Configuration tab. The process of customizing List Views for non-standard Salesforce objects will be improved in future releases to work like the standard ones. Page 11 of 44

12 1.5 Changes to the Setup screen You can now edit both the customer objects as well as the standard objects from the Objects and Fields > Object Manager. All objects are listed here. 1.6 Where is Documents? The Documents app which Sage Live uses to store files such as templates is not convertible to the new Lightening interface. You can access Documents under All Tabs by switching to the Salesforce Class mode when needed and easily switch back to viewing information in the new Lightening interface. Page 12 of 44

13 2.0 Upgrades The Sage Live November 16 Release is here and ready for you to experience. If your Sage Live Org has been upgraded, there are a few things you need to know about how to complete the additional manual upgrade steps required to complete the upgrade process and get you on your way to experiencing all of the great new enhancements. 2.1 Basic Upgrade Steps There are several steps you must complete once Sage Live is upgraded. These manual steps include such items as changing page layouts to include new fields, installation of new templates containing settings usable in some of the new features, etc. Below are basic steps to help you get started. Additional detailed information is available in the remaining information for this topic as well as the Sage Live Upgrade Steps KnowledgeBase article. To start the manual upgrade steps. 1. Log into your Sage Live Org as the administrative user. You will need access to Sage Live and Salesforce setup features, which are necessary to complete certain upgrade steps. 2. Review the task notification received. This task notification includes release notes and a link to the Upgrade Manager. 3. Access the Upgrade Manager, either from the link in the task notification or by going to Configuration > Maintenance > Manage Upgrades. 4. In the Sage Live Upgrade Manager, click the Enable Setup Links button to enable the deep links and to open the appropriate tasks associated with the upgrade step in a separate browser tab. The links embedded in each step guide you to the appropriate tasks necessary to complete the upgrade step. Special Note: If you have enabled setup links in a previous upgrade, this button will not display and the steps will automatically display. 5. Start with the upgrade steps listed for this release, which display as version As you complete each step, click the Completed checkbox to show that step is completed. At the top of the Upgrade Manager window, you can select to view only those Pending or Completed. 7. Once you complete the necessary upgrade steps, you are ready to start experiencing the new features in this release. Page 13 of 44

14 2.2 Admin user notifications Admin users in an Org will receive a task notification that an upgrade has been performed on their Org and manual tasks are necessary. The notification includes links to the Upgrade Steps page and a link to the Release Notes in the KnowledgeBase. 2.3 Deep links in upgrade steps The deep links in the upgrade steps automatically take you to the relevant setup area required to complete that step. For example, if a page layout needs updating, the deep link takes you to the relevant Page Layout edit page, or if a custom field is to be removed, the link takes you to the relevant Custom Object. Page 14 of 44

15 In Manage Upgrades, first select the Enable Setup Links button to open setup pages directly from the instructions listed. Additionally, the appropriate setup page is opened in a separate browser tab allowing you to keep the instructions at hand while performing the steps. If you have upgraded previously, you should not have to re-select the Enable Setup Links button. When viewing the instruction steps, click the appropriate deep link to open the appropriate setup page in a separate browser tab. Page 15 of 44

16 3.0 Sage Intelligence Reporting Cloud The integration of Sage Live with Sage Intelligence Reporting Cloud provides you with the ability to customize financials reports to suit your business needs. Through the integration with Sage Live, the reports created in Intelligence Reporting can be created from multiple perspectives such as territory, teams, project, by being able to filter by dimension tags and compare them side-by-side. There are several ready-to-use legislation specific financial reports already available to you when you access Intelligence Reporting. You can customize these layouts and use them as a basis for new reports you want to create. Sage Intelligence Report Cloud for Sage Live is accessed directly from the Financial Reports tab in Sage Live. Click My Reports to view the ready-to-use reports that come with the integration to Sage Live, as well as view any custom reports you have created. Click Create Financial Report to create your own custom financial report using your Sage Live data. Use the Learn more option available to view guided tours of the program and steps to take when creating a report. Click Show Me How to access the Sage Live Intelligence Reporting channel on YouTube that contains How to videos for creating reports and using Intelligence Reporting Cloud. This includes how to load the data from your Sage Live Org and define the data used when running a report. Page 16 of 44

17 4.0 Registration Number Type & Number New Registration Number Type and Registration Number fields were added to the Companies and Salesforce Accounts objects. These new fields allow the user to define the purpose of the registration number entered on a company-by-company and account-by-account basis. Instead of just allowing for a VAT Registration Number, you can now enter a registration number that represents the EU Taxpayer Identification Number or Employer Identification Number. The options available at the Registration Number Type field are from a picklist that you can modify to include option(s) not already listed. You can modify the options in the Registration Number Type picklist by going to Setup > Setup Home > Object Manager > Objects and Fields > Picklist Value Sets. Click the Registration Number Type label to access the Global Value Set Detail page. In the Values section, click New to add a new option to the picklist. A maximum of 15 characters can be entered as the registration number. PDF documents generated for transactions entered will include the registration number from both the company and account, if defined. Page 17 of 44

18 5.0 Year End Process by Company In the September release of Sage Live, the Adjustments Process was introduced allowing you to perform an actual year-end close on a company-by-company basis. The year-end processes performed, were determined based on the Year End Process Config metadata settings (Setup > Setup Home > Platform Tools > Custom Code > Custom Metadata Types). In this new release, you can now make the Year End Process Config metadata settings specific to a company. This can be done for any existing settings and new ones created. This allows you to have several year-end process settings defined for the same legislation but for different companies. For example, if Company A has 13 periods and Company B has 12 periods and they are both associated with the US legislation, you would need to clone the appropriate year-end process defined for the US legislation, modify the appropriate period information, and associate those settings with the appropriate company. If a company name is specified, the process will only run for that company. If a company name is not selected, the process runs for all companies for the relevant legislation. Page 18 of 44

19 6.0 Dimensions 6.1 Dimension Ledger Accounts Currently, you can manually define tag ledger account information for a specific dimension tag. This allows you to define multiple default ledger accounts to be used when posting different types of transactions. This was a great new feature added in the Sage Live September 16 release. Sage Live has now expanded on this and allows you to define default ledger accounts at the Dimension level. If the posting rule cannot find the necessary tag ledger account defined at the tag level, it will automatically look to the Dimension Ledger Accounts defined for the overall dimension for a valid posting account before giving an error. The options available for defining a dimension ledger account is the same as defining a tag ledger account for a tag. Page 19 of 44

20 7.0 Ledger Accounts & Ledger Analysis 7.1 Account Number and Description fields for Ledger Accounts Some countries such as Germany and France have specific reporting requirements requiring the account number and description be listed separately on reports. To allow for these requirements, two new fields were added to Ledger Accounts: Account Number and Description. If you enter a ledger account name at the Name field that begins with a number followed by a space and a description (e.g. 001 Property): The program automatically extracts all characters before the first space and includes that at the Account Number field. Any remaining alphanumeric characters after the first space are automatically added to the Description field. Any changes made to the name are automatically updated to the Account Number and Description fields when saved. These new fields are automatically included on the appropriate reports for Germany and France. However, you can modify existing reports for other legislations to include these new fields. Page 20 of 44

21 7.2 Six Levels in Ledger Analysis In the September release, the new six level chart of account structure was introduced allowing for a Type, Subtype, Class, Subclass, Account and Subaccount. With the expansion of the ledger account structure, additional changes needed to be made to Ledger Analysis to allow for six levels of grouping when defining row information for a ledger analysis report. Keep in mind the Ledger Analysis reports are defined specific to the legislation and the default chart of account structure installed with Sage Live. For example, the rows for the Balance Sheet ledger analysis for the US templates would include groupings for Type, Class, Accounts, and Subaccount. However, the same ledger analysis for the France templates would include groupings for Type, Subtype, Class, Subclass, Account, and Subaccount. It is important to keep this in mind when adding new ledger accounts as they must be added to the appropriate reports in Ledger Analysis. Review the structure for the existing rows before adding new rows. Page 21 of 44

22 7.3 Filter by Amount for Rows in Ledger Analysis When editing or adding new rows to a Ledger Analysis report, you can now select whether to filter amounts for the row based on all amounts, only positive amounts, or only negative amounts. In some cases a single account may be displayed in different areas based on whether it has a negative or positive balance. The Filter by Amount type is used to specify whether information for that row displays only if it the balance is positive or negative. Page 22 of 44

23 8.0 Sales & Purchase Transactions There were several changes to the setup of sales and purchase transaction types including the ability to further label the Reference field and determine if the transaction type is available in the Sage Live mobile app. 8.1 Posting Invoice Discount via Credit Note Based on the setup of the Sales Invoice transaction type, you can convert a sales invoice to a credit note. When this is done, it assumes the credit note is for the full value of the invoice. Although you can edit the credit note when created, this does take additional steps. Now, you can select whether to credit the whole amount or a specific amount. This option is available by selecting the Credit option from the Action drop-down list for a specific invoice on the Sales Invoices list tab. Note: You can use this process to effectively discount an invoice, which is the statutory method for this type of transaction in some countries such as Germany. Page 23 of 44

24 After selecting the Credit option, you can choose whether to convert the entire amount or only a partial amount. This is based on the conversion type selected in the Converting window displayed. If you select Complete, the entire sales invoice is converted the same as if you had selected the convert option when viewing the actual sales invoice. If you select Partial, you can enter the amount to credit as well as select the product that will be used as the line item on the sales credit note created. The Select Product field displays all products, not just those specific to the sales invoice. A special product should be created to provide the necessary posting information for this type of credit (e.g. Discount, Bad Debt, and/or Write-Off). The program will use the original calculated taxes on the invoice to ensure that tax postings are handled correctly. Once you click Convert to create the actual credit note, you are returned to the original Sales Invoices tab. The credit note created can be accessed by viewing the invoice and clicking on the credit note listed in the Related Transactions section. You can also go to the Sales Credit tab to locate and view the credit note created. Page 24 of 44

25 8.2 Reference Description When entering transactions, you can enter a reference at the Reference field in the header information. For example, on a bill/purchase invoice this might be the vendors invoice number. You can now append the Reference field label with a description that is defined when setting up the sales and purchase transaction type. 8.3 Treat As Currently, the program determines if a transaction has been paid by looking at the debit balance for the sales transaction tags or the credit balance for purchase transaction tags (e.g. sales invoice number, sales credit number, bill/purchase invoice number, and purchase credit number). To ensure the program is looking at the correct debit/credit tag balance based on the transaction type, a new Treat As field was added to Sales and Purchase Transaction Types. This field determines if the program looks to the debit or credit balance of the tag created for the transaction to determine if it has been paid. Page 25 of 44

26 The options available include Debit or Credit. The transaction types created from the Sage Live templates, will have Debit selected for the Sales Invoice and Purchase Credit Note transaction types and Credit selected for the Sales Credit and Purchase Invoice transaction types. 8.4 Available In Mobile Similar to journals, you can now determine if a specific sales and purchase transaction type is available in the Sage Live mobile app. To have a transaction type available in the Sage Live mobile app, you must select the Available in Mobile checkbox when setting up the transaction type in Configuration > Sales and Purchase Transaction Types. Page 26 of 44

27 9.0 Posting Rules 9.1 Using Ledger Accounts in a Related Tag When creating posting rules, you can have the program determine a ledger account used in the posting process from a dimension and selected dimension tag. Now, you can have the program determine the ledger account used in the posting process based on a dimension tag related to a dimension tag selected on the transaction. For example: Printers Laptops Tablets HP LaserJet HP 15.6" Laptop Samsung Galaxy Tab Epson Wireless Dell 15.6" Laptop Apple ipad mini You have 1000 computer products that you sell. These products all have an associated dimension tag under the Products dimension. Each product is associated with a specific Product Line dimension with associated tags for Printers, Laptops, Tablets, etc. The actual ledger accounts used when posting sales or purchases is based on the product line related to the individual products. Previously, this would require the user to select the appropriate dimension tag for the Product Line dimension during data entry to be able to obtain the appropriate ledger account. The user entering the sales invoice would know the products sold but not necessarily the actual product line. To eliminate this issue as well as eliminate the additional steps of defining the appropriate leger account for every product defined, you can use the new feature of obtaining a ledger account from a dimension tag related to a dimension tag already required on the transaction. For example, you can obtain the ledger account from the Product Line tag related to the product used on the sales invoice. Page 27 of 44

28 9.1.1 Relating one dimension tag to another You have always been able to relate a tag in one dimension to another tag in a completely different dimension. For example, the program automatically relates customers and sales invoices and bills/purchase invoices to vendors/suppliers. To use the ledger account from a related tag when posting, you must first define the related information. Using the previous example, the individual tags assigned to the Product dimension must be related to the appropriate tag in the Product Line dimension. This is done under Related Tags when viewing a specific dimension tag. In the example below, the HP LaserJet product is related to the Printers product line Using the related dimension in the posting rule To use a related dimension associated with a dimension required for the transaction or journal you are entering, simply enter the name of the related dimension you want to use in square brackets such as [Product Line]. You must ensure that ledger accounts have been defined in the setup of the tags associated with the dimension defined at the Ledger Account field for the posting rule. Page 28 of 44

29 You must also ensure the related dimension tag is selected on the journal/transaction. In our example, you would ensure the user is required to select the appropriate product on the journal/transaction. When posting, the program looks to see if there is any tag selection for the dimension defined at the Ledger Account field. If one is not found, the program then looks to the tags selected to determine if any of them have a relationship to a tag in the defined dimension. From there, it will pull the appropriate ledger account. Page 29 of 44

30 10.0 Ledger Entries 10.1 Renumbering Ledger Entries For numbers automatically generated for such items as the sequence number and code for ledger entries, you can run through a renumber process renumbering these values for ledger entries already made. In countries where the usage of sequence numbers and codes is required, this may be necessary if entries are deleted. Renumbering the sequence or code number on the ledger entries ensures they are in sequence with no gaps between numbers. To be able to go through the renumbering process for the sequence or code numbers, you must have the Allow Renumber Process checkbox selected for the appropriate Auto Number Setting. Auto number settings are accessed through Setup > Setup Home > Platform Tools > Custom Code > Customer Metadata Types. Click Manage Records for the Auto Number Settings option listed, and click Edit next to the appropriate setting. Keep in mind, different settings are defined for different legislations and only for legislations where those values are required or necessary. To access the Renumber Ledger Entries object, you must be viewing a specific company in the Companies object. From the Action drop-down list, select Renumber Ledger Entries. Page 30 of 44

31 On the Renumber Ledger Entries page, select whether you want to renumber the sequence number or code and enter a start date. Once defined, click Renumber to start the renumber process. The options available in the Field drop-down list are based on those auto number settings applicable to the company selected and that have the Allow Renumber Process checkbox selected. The date entered determines the ledger entries affected by the renumbering process. All ledger entries from the date defined forward are renumbered. The program uses the last locked number as the basis for the sequence number. So if the last number used was LE , the ledger entries affected would be renumbered starting with LE The program will not renumber any ledger entries that are locked. If a ledger entry is locked and is included based on the start date defined, it is skipped and no numbers are changed. Page 31 of 44

32 11.0 BACS Credit Transfer Bacs Payment Schemes Limited (BACS), formerly known as Banker s Automated Clearing Services, is the organization with responsibility for the schemes behind the clearing and settlement of UK automated payment methods Direct Debit and Bacs Direct Credit, as well as the provision of managed services for third parties. For Sage Live, the introduction of BACS payments allows you to enter a purchase invoice then, using the BACS generate payments option, you can create the payment journal and the necessary.csv (txt) file which you can upload to trigger payments to vendors/suppliers. Note: For the initial implementation with Sage Live, you can process Credit Transfers for payments to vendors/suppliers. The banks supported in this release include: Allied Irish Bank of America Bank of Ireland Barclays Clydesdale HSBC Lloyds Nat West Santander 11.1 BACS Credit Transfer Template A new BACS Credit Transfer template is available and should be installed if you plan to use the BACS Credit Transfer feature. This templates is automatically installed for Sage Live installations for the United Kingdom and Ireland. Page 32 of 44

33 This template creates the necessary configuration settings including: The Payments by BACS Credit Transfer journal type and associated posting rules. The BACS Credit Transfer tag under the Payment Type dimension. Feed broker rules and rule sets to be used when generating the file to upload to BACS. Feeds used for reading the necessary report to create the vendor/supplier payment journals and one specifically used for BACS Credit Transfer HSBC. Feed rule sets for the supported banks Defining the Company Bank Account information Part of the configuration process for using the BACS Credit Transfer feed setting, is to define the bank account information necessary for your company. For each bank account you want to use in the BACS Credit Transfer process: You must have a dimension tag defined for the bank under the Bank Accounts dimension. For each bank account tag created, you must define bank account information necessary for use when creating the file to be uploaded for the BACS credit transfer. Bank account information for a company is defined by selecting to view the appropriate bank account tag information and click New in the Bank Accounts section under the Related list. When defining this information, include the IBAN, BIC number, account name, account number, currency, and associated dimension tag. At the Dimension Tag field, select the bank account you have defined as a tag for the Bank Account dimension. You must define information for any bank accounts from which you will be submitting payments for vendors/suppliers using the BACS Credit Transfer process. Page 33 of 44

34 11.3 Vendor/Supplier Bank Information As well as entering the company bank information, you must all define the bank account information for the vendors/suppliers you intend to pay through BACS. To do this, go to Configuration > Dimensions, and select the Vendor or Supplier dimension and the appropriate tag from the Dimension Tags related list. When viewing the vendor tag, click New in the Bank Accounts section to define the vendor s bank account information. This will be used in the file generated and submitted to BACS to ensure the vendors/suppliers bank account is transferred the money Report Feed A report feed must be defined for each bank you will be generating the BACS Credit Transfer file for. The report feed setting is used to generate the necessary report listing the open invoices that need to be payed based on the Payments by BACS Credit Transfer report and automatically create and optionally post the necessary payment journals. A separate report feed needs to be created for each bank you want to submit vendor/supplier payments for. This information is used to create the Payments by BACS journal containing the vendor/supplier invoice(s) to be paid. You must define tag information for this feed as part of the configuration process. A default Payments by BACS CT report feed is automatically created from the BACS template. You can use this as the basis for the report feeds to be created for each bank account Sage Live integrates with through BACS. 1. Under Configuration > Feed Settings, select Report Feed from the drop-down list at the top of the page. 2. Click on the Payments by BACS CT report feed listed. This is installed automatically from the BACS Credit Transfer template. 3. On the detail page for the Payments by BACS CT report feed, click the Actions drop-down button and select Clone. This will copy the settings to a report feed you can create for your bank (e.g. Santander). 4. In the Create Feed window displayed, enter a name for the report feed. This can be something similar to Payments by Bacs Santander. Delete the UID displayed at the UID field. All other information remains the same. Page 34 of 44

35 5. Click Save. The detail page for the feed you just created displays. Click Configure. 6. In the configure data feeds page displayed, enter information that will be used to generate the report and journal for the vendor payments for the bank you are defining. At the Source Report, Create Journals of Type, Category, and Header Tag Dimension fields, select the information as shown in the figure above. The entry at the Journal Name field is used to name the journals created from this report feed setting. For example, you may want to enter the bank name followed by a timestamp that is automatically generated as shown in the figure above. Page 35 of 44

36 The entry at the Item Name field defines the name for the line item in the journal created. The default shown above will include the word Pay followed by the UID of the purchase invoice being paid. The Title and Description fields define the title of the button and a description that displays when you select to create the necessary BACS payment journals and files. At the Header Tag field, select the bank account associated with this feed. The dropdown lists those bank accounts defined under the Bank Accounts dimension. It is recommended that you select the Post Journal Automatically checkbox as the file needed to upload to BACS is not created until the journal(s) are posted. 7. After defining the information, click Save. 8. After saving the information, the details for the feed setting you just defined should displayed. You must now assign a rule set to be used by this feed setting. Under the Related lists, select to create a new rule set under Rule Sets By Feed. The rule set selected is used to format the information coming from the Payments by BACS Credit Transfer report. The same rule set is used for each BACS payment report feed you define. 9. At the Feed Rule Set field, select SEPA Credit Transfer Feed Rule Set and click Save. Page 36 of 44

37 11.5 BACS Credit Transfer Feed The final setup step is to define the BACS Credit Transfer Feed information. Similar to setting up the report feed, you must define the BACS Credit Transfer Feed for each bank for which you are creating the BACS Credit Transfer file. This feed setting will take the information from the journals created and create the necessary files that can be uploaded to the bank. A default feed is created for BACS Credit Transfer HSBC, which you can use for this bank as well as a basis for the creation of feeds for other banks you are generating BACS credit transfer files for. 1. Under Configuration > Feed Settings, select BACS Credit Transfer from the drop-down list at the top of the page. 2. Click on the BACS Credit Transfer - HSBC feed listed. This is installed automatically from the BACS Credit Transfer template. If HSBC is the bank you need to generate the file for, skip to step On the detail page for the BACS Credit Transfer - HSBC feed, click the Actions drop-down button and select Clone. This will copy the settings to a feed you can create for your bank (e.g. Santander). 4. In the Create Feed window displayed, replace HSBC with the name for your bank. This can be something similar to BACS Credit Transfer Santander. Delete the UID displayed at the UID field. All other information remains the same. 5. Click Save. Page 37 of 44

38 6. On the Details tab for the appropriate feed you created or if you selected the HSBC feed, click Configure. The file type determines if the file created to upload to the bank is in a.txt or.csv file format. For the banks currently available in this release, the.txt format has been verified to work with each bank, so can be left at the default. At the Payee Dimension field, select Supplier. This determines the dimension the program will look to for the supplier bank account information. At the Invoice Dimension field, select Purchase Invoice Number. This determines the dimension used when evaluating which purchase invoices to pay as part of the payment process. At the Bank Account Tag field, select the company bank account from which funds are transferred. The program relates the tag selected here to the appropriate report feed with the same bank account selection. At the Bank Account feed, select the appropriate bank the necessary files are generated for. The selection is based on those banks Sage Live currently integrates with and determines the file structure necessary for that bank. Rule sets have been created for each integrated bank and defines the appropriate bank file requirements. For Bank of America, Bank of Ireland, and HSBC, you must enter the appropriate service user name at the field displayed. This field only displays if any of these banks is selected at the Bank Account field. Page 38 of 44

39 7. After defining the appropriate configuration information, click Save. 8. You are now ready to enter purchase invoices to be paid using BACS Credit Transfer Entering the Purchase Invoice When entering a purchase invoices to be paid through BACS Credit Transfer, select the BACS Credit Transfer tag for the Pay Instrument Type dimension. This tag is automatically created from the BACS Credit Transfer template. This tag must be selected in order for the purchase invoice to be included on the Payments by BACS Credit Transfer report Processing payments using BACS Credit Transfer Use the following steps to create the payment journals for purchase invoices with BACS Credit Transfer selected as the pay instrument type and to generate the necessary file(s) to upload to the bank. 1. On the Financial Reports tab, define the appropriate parameters (e.g. company, period, and fiscal year) and select the Payments by BACS Credit Transfer report. This report will list those purchase invoices to be paid based on the BACS Credit Transfer tag selected as the pay instrument type on the purchase invoice. Review and verify the information displayed. 2. On the Purchases tab, select Payments. 3. In the Payments drop-down list, select the appropriate report feed you want to use to generate the journals and payment files. Remember the report feed selected is associated with the appropriate company bank account. Page 39 of 44

40 4. The Payments page will refresh displaying the appropriate button name defined when setting up the report feed for the bank. At the due date field, enter the due date to use when selecting the purchase invoices to pay. Purchase invoice numbers with a due date on or before this date are selected. Remember, only those purchase invoices that have the BACS Credit Transfer tag selected as the pay instrument type will be included in this process. 5. After entering the appropriate due date, click the generate button displayed. 6. When the generation process is completed, the appropriate journals created are displayed. Based on the setting defined when setting up the report feed setting, the journal is either posted automatically or left as Unsubmitted. The journal must be posted in order for the program to generate the necessary files to upload to the bank. The name of the journal and journal line items is based on the information defined when configuring the report feed. 7. Click on the name of the journal created to view the details. 8. Once posted, go to the Notes & Attachments related list to download the file necessary to upload to BACS to complete the payment process. Page 40 of 44

41 12.0 Practice Management 12.1 Productivity Tab A new Productivity tab is now available in the Sage Live core product. This tab provides access to Timesheet Entry, Jobs, Job Tasks, and Employees. These tasks were previously accessed through Practice Management Productivity Configuration Productivity Configuration is accessed from the Configuration menu and contains the objects used to configure and manage settings related to Productivity. Page 41 of 44

42 12.3 Contract Proposal Contract Proposal is a new transaction type that is installed as part of the Productivity template. This transaction type allows you to create a contract proposal before defining a sales contract. The options for defining a contract proposal are the same as entering a sales contract; however, the contract proposal does not actually process any scheduled transactions. It must be converted to a sales contract once accepted by the customer. The Contract Proposal transaction type is automatically set up to convert to a Sales Contract. When printing the PDF for a contract proposal, the document includes the defined schedule invoice dates. Page 42 of 44

43 13.0 Additional Enhancements 13.1 Permission Sets To help simplify the usage and changes made to permission sets with Sage Live, the number of permission sets has been reduced. The following permission sets are included with new installations of Sage Live by default: Sage System Admin Provides full access to everything Sage Live User Provides full access to all except view all and delete all Sage Platform User Products Provides access to the Salesforce Products object for standard users. Can post outside period Allows the user to post to a restricted period. Can generate invoices Allows the user to generate invoices from the Productivity tab for Sage Live for Accountants. Can view and edit Timesheet Entry charge rates Allows the user to view and edit charge rates on Timesheet Entries as part of Practice Management Audit Views Several new Audit View pages have been created allowing you to audit journals, transactions, ledger entries, and tags. The various audit options are available under Configuration > Maintenance. Based on your security rights, you can view, edit, or delete the records listed. For example, you can view a specific transaction listed or even post a specific journal. You can create your own views within the various objects to displays information based on your needs. For example, if approvals are being used for journals entered you can create a view to display all journals that have an approval status of Submitted Validation Rule for Account Creation in France For Sage Live installed using the templates for France, a validation rule was created to ensure that the ledger account name start with at least 3 digits. This is necessary for statutory reporting requirements for compliance in France. Page 43 of 44

44 13.4 Allow Withholding Amount To Be based on Total or Net In Spain, depending on the scenario, withholding can be applied over the total amount of the invoice (VAT included) or over the Net Amount (VAT excluded). The rule that applies is specified at the Type field for the tax rate associated with the withholding tag. These settings are defined as part of templates available for Spain. To have the withholding calculated on the net amount (VAT excluded), enter Withholding On Net as shown in the figure above. Enter just Withholding to have the amount calculate on the total (VAT included) Check Amount in Words In some countries such as Germany, France, and Spain, the actual check (cheque) printing requires the numeric value be also written in words. Based on the language selected for a user, the checks (cheque) printed will include the amount as words. Page 44 of 44