Adding New Clients in Sage One Being a Sage One adviser, you can create multiple company flies under the administrator and invite your colleagues and clients to work on Sage One. This guide will show you how to create a new company file in Sage One on your existing subscription. By creating company files under your Accountants Edition, you will have ownership over the company file, and be able to manage permissions for all users. Before you start, make sure you fulfil all the requirements on the checklist. Checklist: You are a Sage One subscription owner You have enough company licenses on your subscription you can check this under Company Company Console and scroll to the bottom of the page. Contents Step 1. Creating a new company.1 Step 2. Checking company settings.. 3 Step 3. Entering Opening Balances (Optional) 4 Step 4. Invite clients and staff.. 5 4.1 Invite your client as a regular use.. 5 4.2 Invite your staff as Accountants Edition User... 6 Appendix Converting clients from HandiLedger.. 7 5.1 Export Trial Balance from HandiLedger...7 5.2 Edit Trial Balance exported... 9 5.2.1 Accounts to be removed from import file...9 5.3 Remove Sage One Chart of Accounts.....10 5.4 Import HandiLedger Trial Balance. 12 5.5 Creating Bank Accounts... 14 5.6 Review your Opening Balances... 15 1
Creating a new company 1. Go to Company Company Console 2. Click the button Add Company on the top right 3. Follow the 3-step set-up wizard to fill in your client s company details. 4. You do not need to enter information in all fields listed in each step, and you could always edit those fields in the Company Settings page after the company is created. 5. The compulsory fields during this wizard are: Step 1: Company Details Step 2: Branding Step 3: Tax Settings & Financial Year End Once you completed all three steps, click on Finish to finalise the set up. 2
Step 2. Checking Company Settings Any users with the appropriate permissions will now be able to configure the company settings by going to Company Change Company Settings. Users should take time to go through these configurations to make the most of the Sage One functionalities. Many functionalities e.g. Price Lists, Document Numbers, User Defined Fields need to be configured here to be used in the system. (More details on other company settings pages are available in the Accountants Edition Training manual) The following settings may be the most important to check, after the new company files are created General Settings / Financial Years To ensure all required financial years are created. Tax Settings To ensure correct GST reporting method is selected 3
Step 3. Entering Opening Balances (Optional) If your client has been keeping their accounting record in another accounting package, you would need to enter or import their trial balances before transacting in Sage One. (More details are available in the Accountants Edition Training manual) To enter opening balances in Sage One, go to Company / Opening Balances. Once you ve finished reviewing opening balances as created from your previous accounting system, you could then scroll down to the bottom to Save the trial balances. 4
Step 4. Invite clients and staff You may now choose to invite users (accounting staff, bookkeepers, business owners, etc.) to access and work on this company file. 4.1 Invite your client as a regular user 1. Go to Administration Manage Users. 2. Add users by clicking the Add User button 3. Enter user details and click Save. Your client will receive an email invitation to confirm that he/she has been invited as a user and be given a temporary password to log into that company file. He/she will only have access to the company that the inviter is currently logged in. 5
4.2 Invite your staff as Accountants Edition User 1. From the Administration menu, select Accountant Edition Users. Click Add Accounts Edition User. 2. Enter staff members details and click Save. Your staff will receive an email invitation to confirm that he/she has been invited as an Accountants Edition User and be given a temporary password to log into Sage One. 3. Once the User has been added, you could assign clients through Actions Assign Clients. 4. Text box on the left shows a completed list of your clients, whereas the ones on the right are the companies that this staff could access now. 5. To assign clients to your staff, click on the company(s) on the left and drag to the right. Hit Save to finish. 6
Appendix Converting clients from HandiLedger You could set up your HandiLedger clients in Sage One. As the integration between Sage One and HandiLedger is one-way only, while converting clients from HandiLedger to Sage One, the followings need to be exported from HandiLedger and imported into Sage One to complete the set up. Trial Balance Chart of Accounts List of Customers (If applicable) List of Suppliers (If applicable) Export Trial Balance from HandiLedger 1. From the Options menu, choose Sage One. Enter your Sage One Username and Password. 2. Select the relevant client s entity and Financial Year. 7
3. Export the client s entity opening balances and chart of accounts by going to Tools Export Data to an ASCII file Export to Sage One. 4. Select where you want to save the files. 5. Chart of accounts, list of debtors and creditors and trial balance will be exported and saved to the selected folder at the same time. 8
Edit Trial Balance exported Locate the Accounts.csv that you have saved on your computer, as we will need to slightly manipulate the data before we could import this onto Sage One. 1. There will be two columns that show account names. - Column A ( Name ) represents the account names to be imported into Sage One, while - Column G ( Unmapped Name ) shows GL account name in HandiLedger. 2. If you wish to retain the account numbers and HandiLedger account names, simply cut Column G and pasted it to Column A to overwrite it and rename the heading back to Name. Otherwise, simply delete Column G. Accounts to be removed from import file System Accounts 1. In Sage One, there are some System Accounts which cannot be edited or deleted. These certain accounts including Bad Debts, Sales, and Purchases accounts, etc., already exist in the standard chart of account in Sage One. Therefore they need to be removed from the COA import file. 9
2. If you are not managing any customers and suppliers for the client in HandiLedger, usually the following HandiLedger accounts would need to be removed from the import file. Retained Profit Bank Accounts Input Tax Credit Control Account GST Payable Control Account GST Clearing The opening balances of the removed accounts need to be entered in the corresponding Sage One account on Sage One Opening Balance page (Company / Opening Balances). Sage One only has a Tax Payable and a Tax Provision account as opposed to the multiple GST accounts in HandiLedger. Note The balance of Tax Provision will be automatically calculated by the system from the opening balances for customers (Trade Receivables) and suppliers (Trade Payables). If your client does not have any balance in Trade Receivables or Trade Payables in HandiLedger, the Tax Provision amount would be 0. The opening balance of Tax Payable would be the net of the GST Payable control account and Input Tax Credit Control account. Remove Sage One Chart of Accounts By default, Sage One has a set chart of accounts already available. If you would like to import the trial balance from HandiLedger to replace the existing chart, you may need to delete the existing chart of account before importing the new chart. 1. Go to Accounts Lists List of Accounts 2. Tick the highlighted checkbox to select all accounts 10
3. Click Delete to remove the existing accounts There are approximately 20 system accounts in Sage One that cannot be deleted. Please also note that bank accounts need to be created separately and need not be imported as a part of the Chart of Accounts 11
Import HandiLedger Trial Balance 1. Go to Company / Import Data 2. Choose Accounts from the dropdown menu as the item to import 3. Click the Choose File button to browse for the file on your computer (during training your trainer will let you know where this file is located) 4. Click Next to continue 5. Leave the map fields as default (since we are using the Sage One import template all headers are the same). Click Next to import the file 12
6. Ensure the import was successful and click Finish If there are any errors on the import view the Import Log File and to see errors and make amendments to the csv file. You can run the import again without duplicating any records. Note 7. After clicking finish, you will be taken to the list of accounts; Go to Company Opening Balances Click Change Date, change the date to your trial balance date Scroll down and click Update and Continue 8. On the opening balance screen, you will be able to see the opening balances on your selected date as imported. 13
Creating Bank Accounts As we left out our bank accounts while importing the Chart of Accounts, we will now create the banks, and enter the bank balances. 1. Scroll down on the Opening Balances screen to the Bank Accounts section, and click Add a Bank Account. 2. Enter Account details 3. Click Save Bank Account Name, Default Payment Method and Bank Name field are compulsory. If you would like to add more detailed information on your bank account, you may do so later by going to Banking Lists List of Banks and Credit Cards. 4. Enter the bank account opening balances as at trial balance date 5. Scroll down to the bottom of the screen, click Update and Continue 14
Review your Opening Balances You should now review your opening balances with your trial balance as created from your previous accounting system. Scroll down to the bottom of the Opening Balances page to make sure it balances You may wish to print off the following reports from your previous accounting system and Sage One to sign-off on opening balances: - Trial Balance - Profit & Loss - Aged Customers - Aged Suppliers - Bank Reconciliation You are now ready to invite more users and start transacting on file. www.sageone.com.au Sage One Sales T: (02) 8115 6391 E: sales@accounting.sageone.com.au Sage One Support T: (02) 8115 6300 E: support@accounting.sageone.com.au 15