Helpful hints how to change Sage Vat Codes by Batch for Customer, Suppliers and Products, Sales and Purchase Orders

Helpful hints how to change Sage Vat Codes by...

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 Hi 

I thought this information maybe useful for accountants in Business.  There are two points I would like to mention first 

1) If you using  cash Vat Accounting it is the T1 code you need to change 

2) Otherwise if you want you can set a different code for the new vat rate our use T1 and change it , it is advised not to use T9 as this is the default code for items that should not appear in the Vat return.

Steps to follow to change all your customers, Suppliers, Products, Sales orders, Purchase orders, Sales Qoutes, Bank Payments and Receipts by batch 

Settings 

  • Go to settings at top menu 
  • Configuration 
  • Tax Codes Tab ( Codes wil appear) Edit your code and remember to tick the box Include in Vat Return.
  • Click Apply (not save) and close.

To Change Customers / Sales  by Batch 

  • Go to your Customer Module and make sure your  view is the list of Customers 
  • Make sure none of them are highlighted 
  • Click Swap Button in between the Search and Clear button .
  • You will now see the Batch Change Button light up in the same grey area 
  • Click the Batch Change Button and go to the Defaults tab 
  • under Miscellaneous Defaults go to the Default Tax code drop down box and pick your tax code at 20% 
  • tick the box to Use Default Tax code for Sales and then Save 
  • You will get a message saying you have chosen to make changes to multiple records .Do you want to save changes ?
  • Pick YES 

To Change Purchases/ Suppliers by Batch 

Exactly the same procedure as above. and tick the Use Default Tax Code for Purchases .

PLEASE NOTE YOU CAN OVERIDE THE DEFAULT CODE FOR PURCHASE INVOICES BANK PAYMENTS OR RECEIPTS IF YOU RECEIVED OLD INVOICES  WITH 17.5% AND IF YOU NEED TO SEND OUT A SALES INVOICE YOU CAN OVERRIDE THE CODE BY PRESSING F3 SO YOU  EDIT ITEM LINE (INCLUDING VAT CODE 

IF YOUR HEAT AND LIGHT IS AT 5% YOU CAN HIGHLIGHT THESE SUPPLIERS AND DEFAULT THEM TO 5%

To Change Products  by Batch for those who use stock and product Invoicing, sales orders. Purchase orders and Quotes  

  • Go to your Products Module and make sure your  view is the list of Products
  • Make sure none of them are highlighted 
  • Click Swap Button in between the Search and Clear button .
  • You will now see the Batch Change Button light up in the same grey area 
  • Click the Batch Change Button and there is only one tab details. 
  • under  Defaults second area down go to the  Tax code drop down box and pick your tax code at 20% and pick save
  • You will get a message saying you have chosen to make changes to multiple records .Do you want to save changes ?
  • Pick Yes

Please note You do not need to change Bank payments and Receipts 

If you changed all the above they will be the same, as above you can overide the codes during entry.

If you are using Cash accounting on Sage if you get a Customer receipt or make a puchase payment the Vat will still be worked out correctly .

It is very important to mention if you pick a different code for when you receive a Customer Receipt or Purchase payment when you go to Allocate those payments you will not be allowed to sometimes and it will come up with a message mismatch tax codes.  ( Note : This is the reason you must pick the same T code as you have been using.  But using the above procedure help to prevent errors.

Hope this Helps  

Kindest Regards 

Sarah @Douglas Accountancy and Bookkeeping Services .  Bearsden Glasgow 

Replies (16)

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By landscaper
07th Jan 2011 09:57

thanks....

Many thanks Sarah

 

I hadn't got around to this task yet but have now dealt with it in about 2 minutes flat!

Just to point out that when I applied the swap to suppliers, I first of all clicked on the records I didn't want to change before applying the batch change which saved having to amend the records afterwards- such as insurers, fuel suppliers and non-vat registered suppliers.

Another point is on the use of the actual sage tax code.  I have kept T1 as the old 17.5% rate and now utilise T20 as the std rate.  I did the same when we were temporarily using 15% and used T15.  This ensures that if you run vat checking error reports the system isn't confused in to thinking that the vat element is "wrong" when comparing expected and actual amounts.  I just find it neater too.  Plus if you have a VAT inspection it enables clearer reporting for the various rates.

Again, thank you Sarah.

 

Jane

 

 

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
07th Jan 2011 12:49

Using Codes

Hi Jane

Many thanks for your comments and very good point about not highlighting the customers and suppliers you don,t want to change.  With regards to which code to use I agree with you partially, if it is only me that has access to the accounts then I do like to have two different codes and I agree with you it is neater, and yes there is no problem if you are not running cash accounting for vat but a lot of businesses have changed over to improve cash flow 

My advice for cash accounting to pick T1 is for the following to try and cover people in business as well as accountants 

 from experience if you have other people entering invoices and payments this can be come a nightmare .  No matter how much you tell people which code to use they are still getting confused , some of my clients found when they were allocating credit notes to invoices in Sales Receipts and Purchase receipts in the cash accounting system it would not allow them to allocate as there would be a message that there was a mismatch of codes.  

What then happened became a nightmare as clients just then entered payments on accounts and picked the wrong vat code when sage gave them the  option for a vat code .  Sage is actually correct when it comes to cash accounting making sure the right vat is in the detailed vat report and something the recent governments never seemed to consider .

This then resulted in companies having inaccurate and extremely untidy  Aged Debtors and Creditors.  In one of my clients case they paid customers twice because of Invoices not allocated, of course I spotted it, but it was a genuine mistake and it has highlighted to me the lessons to be learned this time and what to advise my clients .  I hope this helps 

-- Kind Regards Sarah@ Douglas Accountancy & Bookkeeping Services, Glasgow

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By JulianHalton
10th Jan 2011 13:38

VAT codes in Sage

Thanks for your advice Sarah.  Can I just confirm my understanding? I wonder if I'm missing something.

Like you, I would have expected to just change the T1 code to now be 20% and then set up a new code (say T10) to be 17.5% in case you needed to use it.  ...therefore no further amendments required.

Having done that, why would you need to change the customer and supplier defaults - surely they'll just pick up the new rate you've put against T1?  Was this batch change only if you set up a brand new 20% code and wanted to use that for all your customers and suppliers?

Thanks

Julian

 

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By johndon68
10th Jan 2011 19:47

Batch Changes

Hopefully Sarah won't mind me jumping in here - you'd only need to use the batch change options if you have changed the VAT Code that you are using for standard VAT.  So, if you have simply changed the rate for the existing T1 code then there is no need to use the batch change.

John 

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
11th Jan 2011 00:04

Hope this helps .this procedure can be used for other Global cha

Hi 

John, of course I don,t mind , it is appreciated, I value you your input in the sage group, and you are right , the only reason I would suggest to do a batch change is if you want to set up a different code.

On the other side of the coin.  There has now been 3 vat changes and I noticed that some of my clients decided to use a second code for cash accounting and they did change the default codes in all the modules to reduce manual error so using the Batch change does allow you to use it as a tidy up exercise to try and reduce data entry errors by staff 

This procedure can be used for many other changes not just vat if you follow the same procedure , for example you could use it to flag suppliers due to be paid in eg 30 days or 14 days for your cash flow in customers and suppliers and use the invoice overdue report and cashflow reports, or for a quick calculation changing some debtors due dates if you know there always late just to do some cash flow projections and then change them quickly back. 

 As explained above and learning from experience and speaking to sage it should be T1 for cash accounting  and the batch change could be used as tidy up exercise, if you had tried to use two codes like I did the last time for cash accounting .  I had wanted to keep track of vat in case of inspection but it was when I was trying to allocate credit notes I had mismatch of codes. It led to a bit of a mess in the Debtors and creditors ,  so it was to try and help anyone avoid that issue as explained above hope this helps.

-- Kind Regards Sarah@ Douglas Accountancy & Bookkeeping Services, Glasgow

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By JulianHalton
12th Jan 2011 09:31

Batch postings

Thanks for your help.

The batch posting on supplier terms, etc was useful advice too.

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
12th Jan 2011 12:54

Sage User Group

Hi Julian

It was just to say the sage user Group on the accounting Web has loads of User tips and Helpful information, if you found the above information useful.  Even on the Threads were people have gripes about Sage, there are very useful tips within those threads,  the group has covered a lot of topics the last year.

 

-- Kind Regards Sarah@ Douglas Accountancy & Bookkeeping Services, Glasgow

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By Becky Midgley
12th Jan 2011 14:31

@sarah

Thanks for pointing Julian in this direction, it's exactly what we hoped the Discussion Groups would be used for.

Cheers

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By chafer
24th Jan 2011 13:35

Sage Line 50 S1 Purchases default tax code change

We have succesfully changed all the defaults for products, suppliers, customers to the new tax code.  (We picked T16 this time).  However, S1 purchases are still defaulting to 17.5%, not 20%.  Any idea where I can change this setting?

 

 

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By johndon68
24th Jan 2011 16:51

S1 & VAT

The S1 product code is 'hard coded' to the T1 tax code and this can't be changed.

John 

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By chafer
24th Jan 2011 17:27

S1 Hard coded

Thanks very much for such a fast reply..........guess we'll wait for all the old 17.5% stuff to clear through and then modify back to T1 then.

Thanks again

 

Stuart

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
26th Jan 2011 22:06

Might see if I can find out about this S1

Hi John 

I am sure you are right but 3 years on with so many Vat changes, I might bring this issue up at a user group or see if I can find out anything, and if not ask them why.  I'll keep you informed

-- Kind Regards Sarah@ Douglas Accountancy & Bookkeeping Services, Glasgow

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By johndon68
27th Jan 2011 08:09

S1

Hi Sarah,

If there is a way to change the tax code that S1 is linked to then I've never been aware of and I worked at Sage for 9 years :)

John

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Sarah Douglas - HouseTree Business Ltd
By sarah douglas
27th Jan 2011 08:30

S1 Code

Hi John

I know you can override the code with the the Purchase order , but I was going to ask them when I next ring and mention it in the next user group as they really should be away to do it as I don ,t think this will be last time a vat change will happen.  I meant to say I know you are right but I would still like to raise the issue with them.   Bye the way have you any good ideas or  topics you could cover in the user Group in more detail , always wanting to learn new tricks 

 

- Kind Regards Sarah@ Douglas Accountancy & Bookkeeping Services, Glasgow

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By johndon68
27th Jan 2011 10:22

S1

I'm guessing that it's probably something that has never crossed their minds as, when the VAT Rate changes, Sage don't have to change their code so it will have passed them by.  If a VAT Rate change required code changes in the product it's probably something they'd address at that point.

John

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By ScratchingHead
11th Feb 2015 10:56

Product Tax Code

I need some advice our Accountant has changed our Tax code from T10 to T1 the problem I have all our products on Sage are T10! So when we go to invoice out product is showing O% vat. Is there a quick way I can change all the product tax codes from T10 to T1 rather than doing each one individually  

I have a old Sage version 8.20.0011

Thanks in advance 

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