Entering Transactions in Sage 200cloud

The Basics of Entering Transactions in Sage 200cloud

In Sage 200 by Declan Bonar

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Reading Time: 3 minutes

The very basics of entering transactions would be the functions to enter invoices and credit notes, both against customer and supplier accounts. Below, we will review how to enter invoices and credit notes and adding receipts against customers. Following that, we will run through how to reverse any errors that may occur whilst you undertake these two processes.

Entering Transactions in Sage 200

Entering Invoices and Credit Notes

To enter an Invoice in the Sales Ledger you firstly need to be within the Sales Ledger.

  • Start off by opening up Sage 200
  • Go to Sales Ledger > Customer List > Highlight a customer in the list > click on the Invoice button
  • Fill in the Dates > Ref – (this can be whatever you want).
  • Fill in the second ref, again this can be whatever you want it to be – (use the tab key to scroll through the options)
  • Enter the value / amount. Notice that it automatically adds VAT!
  • Then hit Save > Close

Add a Receipt against a Customer

When you want to add a receipt against this customer you would:

  • Go to Sales Ledger > Customer List > Highlight a customer in the list > click on receipt button
  • Fill in the Ref – this can be whatever you want, also fill in the second ref, again this can be whatever you want it to be – (use the tab key to scroll through the options)
  • Enter the value/amount, including the VAT
  • Save > Close

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If you hit the save button, you would have an outstanding invoice and receipt. If you hit save and allocate, you will save the receipt and allocate the invoice at the same time.
Hit either of the above, in this example hit save and allocate:
This will bring up the Customer Allocations Screen.
Notice in here that the value in the Debit screen (bottom one), the allocated value is 0.00. Change the value in here to match what is in the Credits screen (top one).

  • Press Allocate, this will put the difference to 0.00
  • Save > Close

Reversal of Incorrect Transactions in Sage 200

There may be times when you want to reverse this transaction, to do this you would:

  • Go into Sales Ledger > Enter Transactions > Adjust Transactions > Reverse Transactions
  • In the Code box, use the drop-down to find the company
  • Highlight the transaction that you want to reverse – either the Receipt or the Invoice
  • Click Reverse.  If you were reversing the invoice, you will automatically generate a Credit Note
  • Save > Close
  • Re-enter the correct information (as above)

Or, you can manually enter a credit note:

  • With the customer highlighted, click on the Credit Note button
  • Enter all the details, as before, Ref > Value
  • Save > Close
    You then need to Allocate the Credit Note
  • Go to enter transactions on the left > Allocation
  • Find the customer in the drop-down on the code button
  • Then enter the amount, Inc. VAT on both screens
  • Allocate > Save

You can go into the Transaction Enquiry to check that everything balances. Untick the show outstanding only box, as this would only show the outstanding transactions.

If someone has entered an invoice incorrectly, you would:

  • Go into adjust Transactions > Amend Allocation
  • Then select the customer
  • Edit > Reverse either credit or Debit or both.

So, that was some of the basics for entering transactions in Sage 200, from entering invoices to how to remove them. We also have a guide called ‘How to Import Transactions and Accounts in Sage 200’ in our Sage 200 user guide library which you may also find useful.

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