Sage advice

For our IT tips section this time we concentrate on two important routines in Sage accounts.

Check data

Everyone knows that regular backups are absolutely vital. In version 8 onwards, the user is prompted to check their data every time they perform a back up. Despite this, check data is often ignored. It is important to check the data from time to time, even if not necessarily with every back up. It should be done at least once a week or more often if you input many transactions on a daily basis.

In all versions, go to File and then Maintenance and click on check data.

If ERRORS are reported try clicking the FIX button. If ERRORS remain your data is corrupt and you should restore an earlier back up.

WARNINGS and COMMENTS refer to anomalies that, in many cases, you can correct yourself or which are not usually serious.

VAT returns

The VAT return routine in Sage is useful but you must be disciplined in your use of it.

• In version 10 onwards run the VAT verification routine first
• in ‘Financials’ (found in the ‘Modules’ menu for version 12 onwards) click on VERIFY and follow the instructions
• check through the items reported and make any amendments that may be needed
• in all versions click on VAT in ‘Financials’ to run the VAT return. You can run this as many times as you like
• once satisfied and your VAT return is completed click on RECONCILE to flag the transactions included.
• If you do not reconcile, you will not be able to identify any transaction subsequently entered or amended but which has a date prior to the end of the last return that you completed. This may lead to errors on your VAT returns.