Short Cuts & Wizards – Speeding Up Your Processing When Using Sage 50 Accounts - dummies

Short Cuts & Wizards – Speeding Up Your Processing When Using Sage 50 Accounts

By Jane E. Kelly

There are a number of wizards and function keys which can really help speed up the processing of transactions when using Sage 50. This selection is not intended to cover every single trick that you can use. There are plenty more for you to discover!

Function keys

Here are perhaps the three most useful function keys to be aware of when processing transactions in Sage50:

  • F6 copy key: Without doubt, F6 is probably one of the most used function keys. The F6 key copies the data from the cell above. If you’re entering a journal or you’re entering a batch of invoices with several lines, you can use F6 to duplicate the same information from the cell above. For example, if you’re entering a purchase invoice from the same supplier with a number of different nominal codes, you can use F6 to copy the supplier reference and date field, before adjusting the nominal code and amount associated with that invoice.

  • F7 function key: This key is very useful when entering batch invoices or journal entries. By clicking F7, Sage will insert a line wherever you want it.

  • F8 function key: Here you have the ability to delete a line whenever you need to. This ability is especially useful if you get to the end of a journal and then accidently tab onto the next line when all you wanted to do was check the balance was correct and then post the journal. If Sage thinks that you still have something to enter, it won’t let you close the journal. By using the F8 key, you can delete the last line and save the journal.

Useful wizards

Wizards are not everyone’s cup of tea; entering all the details that Sage prompts you for can be time consuming. Having said that, Sage will allow you to edit records at any point in time, so if you skip some information using the setup phase, you can always go back into the records and amend them.

Here are a couple of useful wizards to be aware of:

  • Customer and Supplier Setup wizards: These wizards are very detailed and can be time consuming, but they provide you with a thorough look at the customer and supplier records and enable you to enter as much detail as possible right from the outset. The wizard will guide you, step by step, through the setup process and you simply need to follow the onscreen instructions, clicking Next when prompted, and you can set up your customer and supplier records with the greatest of ease.

  • Opening & Closing Stock wizard: This wizard is useful if you’re not very confident when processing stock journals. The wizard is intended to post a value for your unsold stock in Sage. You can either calculate your closing stock manually or use the calculate button and Sage will automatically assign a value to your closing stock by looking at the stock activity for that period. By posting this journal, it will ensure that your cost of goods sold value is accurately reflected in your Profit and Loss account for the period and that your closing stock value in the Balance Sheet is also accurate.

Many other wizards are available for you to use in setting up other records, such as projects, bank accounts and nominal records. Take your time to have a look through each wizard and see which ones you might find useful. If nothing else, they give you a good guided tour around each record and enable you to really get to grips with the kind of detail that Sage can offer.