Sage hints and tips: working with ledger lists

Our latest helpful hints and tips for Sage 50 Accounting. If you want to use ledgers

Each of the ledger modules in Sage can display information in list form, for example Customers ledger displays a list of all customer account records in the software. A scroll bar appears when there are more records to be viewed than can be displayed on the desktop at any one time.

Selecting records

Using your mouse or keyboard you can choose individual or multiple records from the ledger windows. To select a record using your mouse, move the mouse pointer to the record you require and left-click once. The record you selected is highlighted. To choose a record using the keyboard, use the arrow keys to move the marker to the relevant record and press the SPACEBAR to select it. If the Activate Smart Totals option is switched on in Company Preferences, as you select records in the list, your software tells you how many records you have selected, and displays the total of their balances in the Total Amount box at the bottom of the window.

De-selecting records

Having highlighted a record you may want to de-select it, either because you have finished processing it or perhaps because you selected the wrong one. If you click the selected record (or use the SPACEBAR), the highlight disappears. As you de-select records, your software subtracts their balance from the Total Amount box at the bottom of the list and the figure for the number of records selected is decreased.

Swap

If you need to select a large number of records, the Swap button can do this for you quickly. To select a large number of records, choose the lesser number of records you do not want, then click Swap. The system automatically switches the selection to all those records not selected.

Clear

To de-select all previously selected records, click Clear. All the records that were highlighted are de-selected, and no records are left highlighted.

Duplicate records

Save time when creating a record by using an existing account to copy the information. This is particularly useful if the records share similar details.

Select a record from one of the ledger lists, then click Duplicate at the bottom of that window. Enter a unique account reference for the record, amend any details then click Save. You can create most records this way. However, in the Nominal Ledger you can only create nominal records, not bank or control accounts.

Duplicating invoices & credit notes

This is ideal if you want to create a number of invoices or credit notes for the same products or services. Select an invoice or credit note from the Invoicing list, then click Duplicate from the bottom of the window. Check the details then click Save. Your software makes an exact copy of the original invoice/credit note, regardless of whether prices have changed since you created it. You should check all item prices carefully, and make any changes manually before you save a duplicated document.

Duplicating orders (Accounts professional)

Simply select an order from either the SOP or POP list, then click Duplicate from the bottom of the window. Check the details then click Save. Your software makes an exact copy of the original order, regardless of whether prices have changes since you created it. You should check all item prices carefully, and make any changes manually before you save a duplicated document.

For more information

Please contact Andrew Bagley or call us on:

01483 416232