Bank Reconciliation in Sage One Sage One Partner Edition Getting started 1
Contents Introduction Introduction... 2 Signing Up... 7 Logging In... 7 Common Question... 8 Business & Billing Settings... 10 Setting up clients... 11 Linking to an existing Sage One client... 17 Client Sidebar... 18 User Management... 21 What is Sage One? Sage One is a series of online services for micro and small businesses, allowing them to manage their business finances. Because Sage One is more than just software, free 24/7 telephone support, email support and an online help centre is also included in the subscription price. After continuous research and talking to hundreds of small businesses to find out what they needed from an accounting service, Sage One was created. The following Sage One subscriptions are available for your micro and small business clients: Sage One Start Sage One Accounting Sage One Payroll (choice of 5, 10 or 15 employee options) 1 2
What are the benefits of an online service (or SaaS)? Software as a service, sometimes referred to as on-demand software, is a software delivery model in which software and its associated data are hosted centrally. The data is typically accessed by users normally using a web browser over the internet. By definition SaaS products generally exist online, including the program and the customer data. SaaS users access one single resource or instance of the software if the service gets a new feature or update, all users receive it simultaneously. SaaS-deployed software apps are just like websites; all the hosting complexity, data and programs are easily accessible if you have a web browser and stable internet connection. There s generally no other prerequisite for setting up, and no other technology required. No need for disks or complex installation procedures. No Installation Sage One is browser-based so no need for CDs or technical knowledge Latest Version Sage One users will always be using the latest version or upgrade Access anytime anywhere All the user needs is reliable access to the internet 24/7 technical support All Sage One services include 24/7 telephone support Online Help Access to videos, tutorials and articles as well as email support What is Sage One Partner Edition? Sage One Partner Edition is an online service that helps you to work with your micro and small business clients. You have the ability to view all of your Sage One clients in one place, making it easy to manage and access. Who can use Sage One Partner Edition? All members of our Sage Partner Program can use Sage One Partner Edition. What can Sage One Partner Edition do? Sage One Partner Edition allows you to: Get your clients online with Sage One Start, Accounting or Payroll one at a time, or in batches using our new import tool Connect to their data in real time, from anywhere (based on user role permissions) Accountants only produce accounts and tax returns using our amazing connected apps Sage Final Accounts Online and Sage Corporation Tax Online (Sage Personal Tax Online coming soon!) Work with your colleagues with multi-user capability and role-based access rights As your business grows in the cloud, Sage One Partner Edition will grow with you, bringing you the functionality you need. No contract Users simply pay a monthly subscription fee Secure Data Backed up by Amazon Live Services Collaboration Easy to link with you, the Partner 3 4
Helping you to.. Sage One Partner Edition Helping you to.. Sage One Partner Edition Get up and running VAT Easy to set up and use Support clients registered on the Standard VAT scheme Sage One Accounting only Online help centre Free telephone support Email support Keep track of subscriptions See a summary of client activity from your Partner Dashboard Simple Billing Management whether you take the bill or pass it onto your clients Work with your Clients Sign individual clients up in a couple of clicks Sign clients up en-masse using our handy import tool Access your clients data with one click Enter journal transactions Customise the Chart of Accounts Enter opening balances Export transactions 24/7, 365 days a year Future Release Support clients registered on the Cash accounting VAT scheme Support clients registered on the Flat Rate VAT scheme Prepare and submit VAT returns online on behalf of your clients Final Accounts Access Sage Final Accounts Online Prepare and complete sets of accounts free of charge for all of your Sage One clients Produce ixbrl files for your limited company clients Submit sets of accounts directly to Companies House Corporation Tax Access Sage Corporation Tax Online Prepare and complete CT600 returns for your small limited company clients Submit the CT600 directly to HMRC Sage One Start and Sage One Accounting Sage One Accounting only Produce more management reports Client Sidebar View a snapshot of your clients business Manage your clients subscriptions and edit key data Work with your colleagues Invite multiple users to access Partner Edition Assign one of 5 user roles Manager, Advanced, Custom, Standard or No Access Work with Advanced users who have access to Sage s online compliance apps 5 6
Signing Up Common Question Signing up to Sage One Partner Edition If you re an Accountant Partner, you can sign up for a free trial of Sage One Partner Edition simply by visiting http://uk.sageone.com/partner-editionaccountants/ - and following the on-screen instructions. If you re part of our new Sage Partner Program then you ll receive a personalised email invitation to Sage One Partner Edition from your Partner Enablement contact. Q. When I enter my credentials they don t work, why? A. This is most commonly one of two things: 1. Incorrect password entered use the forgot your password link. 2. You www.sage.co.uk When you first sign in, you are greeted with the Clients page. Logging In Once you have signed up for the service, to sign in simply navigate to www.sageone.com You then enter your log in credentials - the email address you used to sign up with along with the secure password you set. From here, you can use Sage One Partner Edition to view and manage your clients data remotely. Invite clients to a Sage One service, or accept invites from existing Sage One customers, and then log in to access their data 7 8
Business & Billing Settings If there s a change to the contact information for your business, you can update the details in Sage One. This updates the information that appears on the invoices and statements that you send to customers. To change your business settings: 1. Select Settings (small cog icon), then Business Settings. 2. Amend the following details as necessary: a. Client* this is the business name you entered when you first signed up to Sage One. b. Website the web address for your business. c. Telephone your contact phone number. d. Mobile your mobile phone number. e. Registered Number your company registration number. f. Registered Country the country that the business operates in. g. Street 1...etc. 3. Select Save. *You ll need to contact Sage One Customer Services if you need to change these details. You can use the Billing Settings option to manage your direct debit payment details for your Sage One service and view any invoices we ve sent you. To set up or change your direct debit: 1. Select Settings > Billing Settings > Direct Debit. 2. Select Setup A Direct Debit. 3. Read the information provided and select Continue. 4. Enter your bank details and select Continue. 5. To accept the terms and conditions, select the two check boxes, then click Finish. 9 10
Setting up clients You can add clients individually, or in a large batch. Adding clients individually 1. Select New Single Client > enter your client s Business details and address. 2. Select Save. Your client will drop into the Pending tab of your Clients List. Now, you ll be able to add a subscription to your client s account. 3. Select Subscription+ 4. From the new window that appears, first select the billable party. 5. Then, select who can log in just you, or your client too. 6. Then, from the central area, add the required subscriptions, before selecting Save. Once you ve pressed Save, your client will drop into the Pending tab, with their status marked as Awaiting Client Activation: 11 12
Adding clients in a batch using the Multiple Client Import tool You can, if you wish, import up to 500 client records into Sage One Partner Edition, and then apply subscriptions to them in batches of up to 50 at a time, saving you lots of time if you have several clients you d like to invite to start using Sage One. This will drop all the clients you ve just uploaded into the Imported tab. From here, you can select up to 50 at a time in order to add subscriptions in a batch. To import your client records: 1. Select Multiple Client Import from the Client List, or from the pink Quick Actions button. 2. Next, you ll need to download the.csv template provided, complete it and then save it locally. 3. Once you ve done this, select Upload my CSV. The client records in the.csv file will then appear in a table on your screen. 5. Select the clients for whom you would like to add subscriptions by clicking the checkbox on the left of the client s name. You can select up to 50 at a time. Remember, you will be adding the same subscription(s) to all selected clients. 6. Select Add Subscriptions If any validation errors are found, they ll be displayed here and you ll have a chance to correct them. 4. Once you re happy with everything in the table, select Save. 13 14
This will launch the Add Subscriptions screen. 7. Select the billable party. 8. Then, select who can log in just you, or your client too. 9. Then, from the central area, add the required subscriptions, before selecting Save. Remember, you ll be adding these subscriptions for all selected clients. Redeem a promo code We make promo codes available from time to time, which give you the ability to discount a Sage One service, whether it is billed to you or your client. If you have a promo code, the next step is to redeem it. The process for this is slightly different depending on which Billing option you ve chosen, so follow the correct steps below: a) Subscription Paid By: Client Once activated, your client should take the following steps in order to apply the promo code discount: a. Navigate to Settings > Service Settings. b. Select Redeem promo code, enter the promo code provided and select Redeem. c. Click on the Billing Settings hyperlink and follow the instructions provided to set up a Direct Debit and continue using Sage One at the discounted rate for the agreed time period. b) Subscription Paid By: Partner The next step is for you to enter the promo code provided to you in order to apply the promo code discount. Please note: we advise that you do this as soon as possible, i.e. at point of sign up, whilst the client is still in a Pending state. Once you ve pressed Save, the selected clients will drop into: a. Within the Client Sidebar select Promo Code + The Pending tab, if you selected Both of us can log in. These clients are now pending, and you ll need to wait for them to activate their subscriptions before you re able to access their data. The Active tab, if you selected My Company can log in. For these clients, you can access their data immediately. b. Enter the promo code provided, and select Redeem if successful, you will see a success message appear. c. The Client Sidebar will update to show details of the discount. This will also confirm to you that the promo code has been accepted. 15 16
Linking to an existing Sage One client Client Sidebar If you have a client who already has a Sage One service, they can invite you to access their data using Sage One Partner Edition. Once you ve accepted their invite, you can access and manage their data as normal, and you won t be charged for this. The Client Sidebar contains key information about your client, and allows you to perform certain actions, such as editing business information, accessing key reports, or launching into compliance services. To do this, the client will need to sign into their service. Once signed in: 1. Select Settings > Service Settings. 2. At the bottom of the screen, select Invite Partner. 3. The client can now enter the email address that you have registered with Sage One: From the Manage drop down, you are able to Stop Managing This Client; this will remove the client from your Client List and you ll no longer be billed (if you are the billable party). If you re the billable party, you can also Disable access to Sage One. If a client has sent you an invite to access their data, you ll receive a message in your service to advise you. The client also appears in your Pending tab (see below). To accept the invitation, either click Accept directly from the list, or select the client to open the Client Sidebar, then click Accept from here. Once the invitation has been accepted, the client will drop into the Active tab. 17 18
The next time the client logs into their account, they will be prompted for direct debit details. Once you stop managing a client, you cannot take over the billing again at a later date. One of the tiles within the Client Sidebar displays which Sage One service(s) the client is subscribed to, who is paying for the subscription (you indirectly on behalf of your client, or your client directly) and the RRP monthly cost for the service. This section will also allow you - only if you are the billable party- to apply promo codes, or manage your client s subscription. Final Accounts and Corporation Tax The Final Accounts and Corporation Tax tile allows you, if you re an Accountant or an Advanced User, to access our compliance applications. The Final Accounts section is a fantastic piece of functionality that allows you to produce full sets of accounts for your micro and small business clients. For more information on the Final Accounts functionality, visit the dedicated online help section. The Corporation Tax section allows you to produce CT600 returns for your limited company clients, and submit them directly to HMRC.For more information on the Corporation Tax functionality, visit the dedicated online help section. Reports You can also jump straight into all of the associated Reports for your client s Sage One subscription, directly from the Client Sidebar. 19 20
User Management If you re the Owner of Sage One Partner Edition (in other words, the person who originally signed up to the application), then you ll have access to the User Management section from within Settings. This will allow you to invite colleagues to access Sage One Partner Edition, and you ll be able to assign them with one of 5 user roles. To invite a colleague to access Sage One Partner Edition: 1. Select Invite a Colleague from the Quick Action button, or from the User Management screen. 5. Press Save to confirm your changes. User Roles An Owner (the first user who signed up to Sage One Partner Edition) can assign additional users with one of five specified roles: Manager this user has access to Business and Billing Settings, and access to add and manage users and clients. Advanced this user has access to client data, and to the compliance applications (Non-Accountant Partners should use this option if the user is an Accountant in practice). Standard this user has read-only access to the clients in Sage One Partner Edition. 2. Enter the name and the email address of the colleague you d like to invite, and select Send. 3. This will drop the pending user into the User Management list, with their access defaulted to Standard. You ll now be able to define their user role. Select the user from the list to bring up the User Sidebar. 4. Select the desired role from the list. You ll also be able to choose from the predefined configurable options available. Custom this user can be configured as required for access to everything (with the exception of Compliance Services) No Access this option is to be used if you d like to block user access. Each of the roles above can then be configured further e.g. you can give an Advanced User the ability to add and manage clients, if desired. 21 22
Should you require any further assistance please contact us on 0845 111 11 11 Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA www.sage.co.uk Sage (UK) Limited 2016 registered in England No.1045967 06/16 72393AL 23