Example Postings to Sage 50 Accounts

1. Sales Invoice / Sales Receipt

This is the simplest case of an invoice that is full paid by the time the transfer process is run, such as:

• a simple cash sale
• a hire customer who leaves no deposit, and settles up in full at the end of hire
• a hire customer who leaves a deposit payment for the total cost of hire, and then returns the equipment later in the day.
• a hire customer who leaves a deposit payment for a part of the cost of hire, and then returns the equipment later in the day, paying the balance on the invoice.
• a hire or sales invoice that is confirmed as unpaid without any payments against it, and then the payment is made at a later date via the ‘Unpaid Cash Invoices’ screen.

The significance of ‘later in the day’ is that in this scenario we have not done a transfer between receiving the deposit and issuing the invoice.

During the transfer, we post the sales invoice followed by a sales receipt that is matched to the invoice:

..and this is noted in the posting log as follows:

Sales Invoice 1 posted to account CASH.

Payment £11.75 Posted to account CASH, bank 1230, type sdoSR, ref C:1

Payment £11.75 Allocated to invoice 1

Note that the reference number used for all payment transactions is the contract/advice note number with ‘C:’ or ‘A:’ prefix.

Note if either the deposit or final payment is a card transaction then you will end up with multiple sales receipts, e.g:

…with posting log entries:

Sales Invoice 10 posted to account CASH.

Payment £22.00 Posted to account CASH, bank 1230, type sdoSR, ref A:4

Payment £22.00 Allocated to invoice 10

Payment £25.00 Posted to account CASH, bank 1250, type sdoSR, ref A:4

Payment £25.00 Allocated to invoice 10

2. Sales Invoice / Sales Receipt plus Refund Transactions

This is the case where a deposit is left and the final invoice is raised on the same day, and is less than the deposit, so a refund is paid back to the customer.  Note that in the case of a cash deposit/refund both paid on the same day, this scenario is avoided by combining the cash payments at posting time, and the B-1 scenario is used.  This cannot be done where refund is made, say, by card.  So if we have an initial cash deposit payment of £40 and then a refund of £28.25 by card based on a final invoice of £11.75, we have the following postings against the customer:

First up we have the sales invoice for 11.75, and then a portion of the deposit payment is used to make the invoice fully paid (transactions 17/18 above).  That leaves us with an overpayment of 28.25 that needs to be refunded.  To do that, the 28.25 is posted as an ‘SA’ transaction – i.e. ‘payment on account’ to the customer, and then a ‘dummy’ invoice is raised for the refund against the ‘mispostings’ nominal code 9999, and this dummy invoice is matched off against the payment on account.  This clears the deposit overpayment on the customer account, but leaves a balance on the mispostings account that needs to be cleared by the bank payment transaction that records to money coming out of (in this case) the credit card bank account:

This is noted in the posting log as follows:

Sales Invoice 9 posted to account CASH.

Payment £11.75 Posted to account CASH, bank 1230, type sdoSR, ref C:5

Payment £11.75 Allocated to invoice 9

Payment £28.25 Posted to account CASH, bank 1230, type sdoSA, ref C:5

Refund Invoice for £28.25 posted to account CASH, ref C:5.

Payment £28.25 Allocated to Refund Invoice.

Payment £28.25 Posted to account 1250, bank 1250, type sdoBP, ref C:5

For more information on this set of transactions, see the Sage Knowledgebase article on ‘how to manually reverse a payment on account’.

3. Initial Deposit (underpaid), with Invoice plus final payment posted at later date 

If a deposit is left for a hire that does not cover the total cost, and the transfer process is run before the final invoice is issued, then the initial deposit must be posted as a ‘payment on account’.  When the invoice is then raised, and any remaining balance paid, the transfer process posts the invoice, and matches it back to the original payment on account.  For example if a deposit is left for £12.50 and posted over, and then the final invoice for £17.63 plus balance payment posted later, we end up with the following transactions:

for the 1^st posting, and then for the 2^nd:

Note here that the invoice is matched against both the initial deposit (transaction 33) plus the final payment (transaction 47). 

This is noted in the posting log as follows:

Payment £12.50 Posted to account CASH, bank 1230, type sdoSA, ref C:3

for the 1^st posting, and then for the 2^nd:

Sales Invoice 15 posted to account CASH.

Payment £5.13 Posted to account CASH, bank 1230, type sdoSR, ref C:3

Payment £5.13 Allocated to invoice 15

Payment £12.50 Allocated to invoice 15

4. Initial Deposit (overpaid), with Invoice plus final payment posted at later date 

If a deposit is left for a hire which is more than the total cost, and the transfer process is run before the final invoice is issued, then the initial deposit must be posted as a ‘payment on account’.  When the invoice is then raised, and the overpayment refunded, the transfer process posts the invoice, and matches it back to a portion of the original payment on account. The remainder of the deposit is then refunded.   For example if a deposit is left for £60.00 and posted over, and then the final invoice for £17.75 plus refund posted later, we end up with the following transactions:

for the 1^st posting, and then for the 2^nd:

Note here that the invoice is matched against a portion of the initial deposit (transaction 35) and the dummy invoice is matched against the remainder of the initial deposit.   We also have the bank payment for the refund to balance out the misposting nominal code:

This is noted in the posting log as follows:

Payment £60.00 Posted to account CASH, bank 1230, type sdoSA, ref C:6

for the 1^st posting, and then for the 2^nd:

Sales Invoice 16 posted to account CASH.

Payment £11.75 Allocated to invoice 16

Refund Invoice for £48.25 posted to account CASH, ref C:6.

Payment £48.25 Allocated to Refund Invoice.

Payment £48.25 Posted to account 1230, bank 1230, type sdoBP, ref C:6

5. Sales Credit Note plus Refund transaction

For account customers, credit notes are often offset against outstanding sales invoices, and there is no need to issue a refund. This situation can also apply to cash customers, in which case the original invoice and credit note will be transferred to Sage as unpaid, and Sage must be used to manually match the invoice off against the credit note.  However if refund is issued for a credit note, then the following transactions are posted:

First we have the sales credit note.  Then we have a dummy invoice to the mispostings nominal code for the refund amount that is allocated against the credit note thereby clearing the customer account balance. This leaves a balance on the mispostings account that needs to be cleared by the bank payment transaction that records to money coming out of (in this case) the till bank account:

This is noted in the posting log as follows:

Sales Credit Note 14 posted to account CASH.

Refund Invoice for £3.53 posted to account CASH, ref A:7.

Credit Note amount £3.53 Allocated to refund invoice

Payment £3.53 Posted to account 1230, bank 1230, type sdoBP, ref A:7

6. Refunds for Cancelled Hires

If a deposit is raised for a cash hire, and then the contract is cancelled, then the deposit may be refunded back to the customer.  If both the deposit and refund are cash transactions and are both recorded on the same day, then the transfer recognizes that they cancel each other out, and nothing is posted over to Sage.  If however they are on different days, or (say) the deposit is cash and the refund is by card, then the postings are as follows:

Here the deposit is posted as a payment on account, then a dummy invoice raised to cancel out the deposit, plus the bank payment to record the refund and clear the mispostings account:

This is noted in the posting log as follows:

Payment £11.75 Posted to account CASH, bank 1230, type sdoSA, ref C:9

Refund Invoice for £11.75 posted to account CASH, ref C:9.

Payment £11.75 Allocated to Refund Invoice.

Payment £11.75 Posted to account 1250, bank 1230, type sdoBP, ref C:9

7. Till Corrections

Till corrections are posted as simple bank payments or receipts, e.g:

This is noted in the posting log as follows:

Payment £3.59 Posted to account 1230, bank 1230, type sdoBP, ref ADJ

8. Scenarios requiring manual transaction matching

There are possible scenarios where the posting will not be able to match the payments against the invoice transactions.  For example, if a hire deposit is left of £3.00, and the invoice is later issued for 11.75 without any further payments, and then later marked as paid by returning the £3.00 cash and accepting full payment of 11.75 by card.  In this scenario the transfer matches the initial deposit as a payment against the invoice when the invoice is posted, and then sees the 11.75 as a payment on account prior to issuing a dummy invoice for the £3.00 deposit. 

Here the 11.75 payment and £3 refund must be manually matched off against the invoice balance of £8.75, by processing a zero value customer receipt, and ‘paying in full’ those transactions that are to be matched off against each other.

Note that this scenario can happen where the invoice is transferred as unpaid, and the final payment posted later, and where there is a ‘non-trivial’ combination of deposits/payments.  Hence the issue can be reduced to an extent by electing not to transfer unpaid cash invoices.

Example Postings to Sage 200

1. Sales Invoice / Sales Receipt

This is the simplest case of an invoice that is full paid by the time the transfer process is run, such as:

• a simple cash sale
• a hire customer who leaves no deposit, and settles up in full at the end of hire
• a hire customer who leaves a deposit payment for the total cost of hire, and then returns the equipment later in the day.
• a hire customer who leaves a deposit payment for a part of the cost of hire, and then returns the equipment later in the day, paying the balance on the invoice.
• a hire or sales invoice that is confirmed as unpaid without any payments against it, and then the payment is made at a later date via the ‘Unpaid Cash Invoices’ screen.

The significance of ‘later in the day’ is that in this scenario we have not done a transfer between receiving the deposit and issuing the invoice.

In Sage, we post the sales invoice followed by a sales receipt that is matched to the invoice:

..and this is noted in the posting log as follows:

Sales Invoice 1 posted to account CASH.

Receipt £11.75 posted to account CASH, bank 10, ref C:1

Receipt £11.75 allocated to Invoice 1

Note that the reference number used for all payment transactions is the contract/advice note number with ‘C:’ or ‘A:’ prefix.

Note if either the deposit or final payment is a card transaction then you will end up with multiple sales receipts, e.g:

…with posting log entries:

Sales Invoice 10 posted to account CASH.

Receipt £22.00 posted to account CASH, bank 10, ref A:4

Receipt £22.00 allocated to Invoice 10

Receipt £25.00 posted to account CASH, bank 11, ref A:4

Receipt £25.00 allocated to Invoice 10

2. Sales Invoice / Sales Receipt plus Refund Transactions

This is the case where a deposit is left and the final invoice is raised on the same day, and is less that the deposit, so a refund is paid back to the customer.  Note that in the case of a cash deposit/refund both paid on the same day, this scenario is avoided by combining the cash payments at posting time, and the B-1 scenario is used.  This cannot be done where refund is made, say, by card.  So if we have an initial cash deposit payment of £40 and then a refund of £28.25 by card based on a final invoice of £11.75, we have the following postings against the customer:

First up we have the sales invoice for 11.75, and then the deposit payment of £40, and finally the return payment of £28.25.  £11.75 of the deposit receipt is allocated against the invoice.  The remaining £28.25 of the deposit is then allocated against the return payment, to make sure all transactions are fully allocated (denoted by the Status of ‘Full’).  

This is noted in the posting log as follows:

Sales Invoice 9 posted to account CASH.

Receipt £40.00 posted to account CASH, bank 10, ref C:5

Receipt £11.75 allocated to Invoice 9

Payment £28.25 posted to account CASH, bank 11, ref C:5

Receipt £28.25 allocated to Refund Payment £28.25.

3. Initial Deposit (underpaid), with Invoice plus final payment posted at later date 

If a deposit is left for a hire with does not cover the total cost, and the transfer process is run before the final invoice is issued, then the initial deposit must be posted as a ‘payment on account’.  When the invoice is then raised, and any remaining balance paid, the transfer process posts the invoice, and matches it back to the original payment on account.  For example if a deposit is left for £12.50 and posted over, and then the final invoice for £17.63 plus balance payment posted later, we end up with the following transactions:

for the 1^st posting, and then for the 2^nd:

Note here that the invoice is matched against both the initial deposit of £12.50 plus the final payment of £5.13. 

This is noted in the posting log as follows:

Receipt £12.50 posted to account CASH, bank 10, ref C:3

for the 1^st posting, and then for the 2^nd:

Sales Invoice 15 posted to account CASH.

Receipt £5.13 posted to account CASH, bank 10, ref C:3

Receipt £5.13 allocated to Invoice 15

Receipt £12.50 allocated to Invoice 15

4. Initial Deposit (overpaid), with Invoice plus final payment posted at later date 

If a deposit is left for a hire which is more than the total cost, and the transfer process is run before the final invoice is issued, then the initial deposit must be posted as a ‘payment on account’.  When the invoice is then raised, and the overpayment refunded, the transfer process posts the invoice, and matches it back to a portion of the original payment on account. The remainder of the deposit is then refunded.   For example if a deposit is left for £60.00 and posted over, and then the final invoice for £17.75 plus refund posted later, we end up with the following transactions:

for the 1^st posting, and then for the 2^nd:

Note here that the invoice is matched against a portion of the initial deposit and the refund is matched against the remainder of the initial deposit.   

This is noted in the posting log as follows:

Receipt £60.00 posted to account CASH, bank 10, ref C:6

for the 1^st posting, and then for the 2^nd:

Sales Invoice 16 posted to account CASH.

Receipt £11.75 allocated to Invoice 16

Payment £48.25 posted to account CASH, bank 10, ref C:6

Receipt £48.25 allocated to Refund Payment £48.25.

5. Sales Credit Note plus Refund transaction

For account customers, credit notes are often offset against outstanding sales invoices, and there is no need to issue a refund. This situation can also apply to cash customers, in which case the original invoice and credit note will be transferred to Sage as unpaid, and Sage must be used to manually match the invoice off against the credit note.  However if refund is issued for a credit note, then the following transactions are posted:

This is noted in the posting log as follows:

Sales Credit 14 posted to account CASH.

Payment £3.53 posted to account CASH, bank 10, ref A:7

Payment £3.53 allocated to Credit Note 14

6. Refunds for Cancelled Hires

If a deposit is raised for a cash hire, and then the contract is cancelled, then the deposit may be refunded back to the customer.  If both the deposit and refund are cash transactions and are both recorded on the same day, then the transfer recognizes that they cancel each other out, and nothing is posted over to Sage.  If however they are on different days, or (say) the deposit is cash and the refund is by card, then the postings are as follows:

This is noted in the posting log as follows:

Receipt £11.75 posted to account CASH, bank 10, ref C:11

Payment £11.75 posted to account CASH, bank 10, ref C:11

Receipt £11.75 allocated to Refund Payment £11.75.

7. Till Corrections

Till corrections are posted as simple bank payments or receipts, e.g:

This is noted in the posting log as follows:

Payment £3.59 posted to nominal 63300/ADM/ADM, bank 10, ref ADJ

8. Scenarios requiring manual transaction matching

There are possible scenarios where the posting will not be able to match the payments against the invoice transactions.  For example, if a hire deposit is left of £3.00, and the invoice is later issued for 11.75 without any further payments, and then later marked as paid by returning the £3.00 cash and accepting full payment of 11.75 by card.  In this scenario the transfer matches the initial deposit as a payment against the invoice when the invoice is posted, and then sees the 11.75 as a payment on account prior to issuing a refund for the £3.00 deposit. 

Here the £3 that is still unallocated from the final payment must be manually matched off against the refund of the deposit.

Note that this scenario can happen where the invoice is transferred as unpaid, and the final payment posted later, and where there is a ‘non-trivial’ combination of deposits/payments.  Hence the issue can be reduced to an extent by electing not to transfer unpaid cash invoices.