Sage 50 Accounts has a host of built-in features to save you time – but do you have time to look for them? This article gives you the lowdown on some of the great functions that are in the software but you might have missed. The only decision you need to make is how to use the extra time you’ll have.

Checking your data, automatically

Having the right data in your accounts is vitally important but checking it takes time and effort. But you can actually check your data automatically.

Go to File > Maintenance. Click on Check Data and the software will check to see if you have any problems with your data.

Saving time with shortcut keys

Everyone loves shortcut keys and we all use them in programs like Word. Sage 50 Accounts also has shortcut keys – do you use them?

F1:       Get access to help files.

F2:       Opens an on-screen calculator.

F3:       When you’re entering a product invoice, this key opens the Edit Item Line window.

F4:       View the full list of a field. In a date field it opens a calendar and in a numbers field it opens a calculator.

F5:       If you’re in a number field, this opens a currency converter. And in a text field, it opens a spell checker.

F6:       Copy the data from the cell above into the cell you’re working in.

F7:       Add a line above the one you’re working in.

F8:       Delete the line you’re working on.

F9:       Calculates the net amount of an invoice and the VAT if you only have the gross amount.

F11:     Opens the Windows Control Panel. You can configure this to open other software if you prefer.

F12:     Opens Sage Report Designer. Again, you can change this to meet your needs.

Minimising re-keying with recurring transactions

If you have transactions that you make regularly, retyping them is time consuming and frustrating. With Sage 50 Accounts, you can set up a recurring entry so you don’t have to do this.

You can do this for the following types of transactions:

• Bank, Cash, Credit Card Payment - BP, CP, VP
• Bank, Cash, Credit Card Receipt - BR, CR, VR
• Bank, Cash, Credit Card Transfer - JD, JC
• Customer Payment On Account - SA
• Journal Debit and Journal Credit - JD & JC. These must be posted together.
• Supplier Payment On Account - PA
• Donation - SR

Visit the support site to see how to set up and manage recurring transactions.

Memorising details of transactions

This is another way of saving time on entering transactions. If you need to enter the same transaction on a range of dates, the Memorise and Recall function will help. You can simply ask the system to memorise the details and recall them to create the same transaction on a different date.

You can use this functionality for batch entry windows, invoices, sales orders, purchase orders and journal entries.

Find out how to use memorise and recall.

Importing data from other sources

Do you have data from other sources that you need to add into Sage 50 Accounts? File import can do this for you, if you have the data in a CSV or Excel format.

The process differs depending on which version of software you’re on. Find out how to manage your import here.

Printing in a single click

Save time by printing out your invoices in a single click. You can set your favourite layout as a default and just click on the Quick Print button. It’s available for the Quotations List, Invoice List, Sales Order List and Purchase Order List.

See how to set up the default settings in our help article.

Running multiple reports in one go

If you have several reports that you need to run, you can create a batch and trigger them all to run at the same time.

It’s easy to set up too. Just go to Tools > Batch Reporting > New, give it a name and then add in the reports you need from the available reports pane.

If you’d like more information, check out the support article.

Emailing invoices in a single click

More one click tasks: this time for sending invoices, quotations or orders. If you’re on Sage 50 Accounts 2011 or later, this functionality lets you send emails in a single click.

Visit the support area to see how to access this functionality.

Want more ideas?

Don't forget to check out the Sage 50 Accounts hints and tips for more ideas. And please share any other ideas you have below. We know other Community members would love to hear them.