Adding new clients in Sage One

As an Accountant’s Edition user, you could create multiple company flies under one principal subscription

login and invite your colleagues and clients to work on various Sage One files.

This guide will show you how to create a new company file in Sage One on your existing subscription. By

creating company files under your Accountants’ Edition, you will have ownership over the company file, and

be able to manage permissions for all users.

Before you start, make sure you fulfil all the requirements on the checklist.

Checklist:

You are a Sage One subscription owner

You have unused company licenses on your subscription – to check, go to Company Company Console and scroll to the bottom of the page

Contents

Step 1. Creating a new company 2

Step 2. Checking Company Settings 3

Step 3. Entering Opening Balances (Optional) 4

Step 4. Invite clients and staff 5

4.1 INVITE YOUR CLIENT AS A REGULAR USER .............................................................. 5

4.2 INVITE YOUR STAFF AS ACCOUNTANTS EDITION USER .................................................. 6

Appendix – Converting clients from HandiLedger 7

5.1 Export Trial Balance from HandiLedger 7

5.2 Edit Trial Balance exported 9

5.2.1 ACCOUNTS TO BE REMOVED FROM IMPORT FILE.................................................. 9

5.3 Remove Sage One Chart of Accounts 10

5.4 Import HandiLedger Trial Balance 12

5.5 Creating Bank Accounts 14

5.6 Review your Opening Balances 15

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Step 1. Creating a new company 1. Go to Company Company Console

2. Click the button “Add Company” on the top right

3. Follow the 3-step set-up wizard to fill in your client’s company details.

You do not need to enter information in all fields listed in each step, and you could always edit those

fields in the Company Settings page after the company is created.

The compulsory fields during this wizard are:

Step 1: Company Name

Step 3: Tax Settings & Financial Year End

Once you’ve completed all three steps, hit Finish to finalise the set up.

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Step 2. Checking Company Settings

Any users with the appropriate permissions will now be able to configure the company settings by going to

Company Change Company Settings.

Users should take time to go through these configurations to make the most of the Sage One functionalities.

Many functionalities e.g. Price Lists, Document Numbers, User Defined Fields need to be configured here to

be used in the system. (More details on other company settings pages are available in the Accountants

Edition Training manual)

The following settings may be the most important to check, after the new company files are created

General Settings / Financial Years – To ensure all required financial years are created.

Tax Settings – To ensure correct GST reporting method is selected

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Step 3. Entering Opening Balances (Optional)

If your client has been keeping their accounting record in another accounting package, you would need to

enter or import their trial balances before transacting in Sage One. (More details are available in the

Accountants Edition Training manual)

To enter opening balances in Sage One, go to Company / Opening Balances.

Once you’ve finished reviewing opening balances as created from your previous accounting system, you

could then scroll down to the bottom to Save the trial balances.

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Step 4. Invite clients and staff

You may now choose to invite users (accounting staff, bookkeepers, business owners, etc.) to access and

work on this company file.

4.1 Invite your client as a regular user

1. Go to Administration Manage Users.

2. Add users by clicking the Add User button .

3. Enter user details and click Save.

Your client will receive an email invitation to confirm that he/she has been invited as a user and be given

a temporary password to log into that company file. He/she will only have access to the company that

the inviter is currently logged in

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4.2 Invite your staff as Accountants Edition User

From the Administration menu, select Accountant Edition Users. Click Add Accounts Edition User.

Enter staff members’ details and click Save.

Your staff will receive an email invitation to confirm that he/she has been invited as an Accountants

Edition User and be given a temporary password to log into Sage One.

Once the User has been added, you could assign clients through Actions Assign Clients.

Text box on the left shows a completed list of your clients, whereas the ones on the right are the

companies that this staff could access now.

To assign clients to your staff, click on the company(s) on the left and drag to the right. Hit Save to finish.

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Appendix – Converting clients from HandiLedger

You could set up your HandiLedger clients in Sage One. As the integration between Sage One and

HandiLedger is one-way only, while converting clients from HandiLedger to Sage One, the followings need to

be exported from HandiLedger and imported into Sage One to complete the set up.

Trial Balance

Chart of Accounts

List of Customers (If applicable)

List of Suppliers (If applicable)

5.1 Export Trial Balance from HandiLedger

From the Options menu, choose Sage One. Enter your Sage One Username and Password.

Select the relevant client’s entity and Financial Year.

Export the client’s entity opening balances and chart of accounts by going to Tools Export Data

to an ASCII file Export to Sage One.

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Select where you want to save the files.

Chart of accounts, list of debtors and creditors and trial balance will be exported and saved to the

selected folder at the same time. If

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5.2 Edit Trial Balance exported

Locate the Accounts.csv that you have saved on your computer, as we will need to slightly manipulate the

data before we could import this onto Sage One.

There will be two columns that show account names.

- Column A (“Name”) represents the account names to be imported into Sage One, while

- Column G (“Unmapped Name”) shows GL account name in HandiLedger.

If you wish to retain the account numbers and HandiLedger account names, simply cut Column G and

pasted it to Column A to overwrite it and rename the heading back to “Name”. Otherwise, simply delete

Column G.

5.2.1 Accounts to be removed from import file

System Accounts

In Sage One, there are some ‘System Accounts’ which cannot be edited or deleted. These certain accounts

including Bad Debts, Sales, and Purchases accounts, etc., already exist in the standard chart of account in

Sage One. Therefore they need to be removed from the COA import file.

If you are not managing any customers and suppliers for the client in HandiLedger, usually the following

HandiLedger accounts would need to be removed from the import file.

Retained Profit

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Bank Accounts

Input Tax Credit Control Account

GST Payable Control Account

GST Clearing

The opening balances of the removed accounts need to be entered in the corresponding Sage One account

on Sage One Opening Balance page (Company / Opening Balances).

Sage One only has a Tax Payable and a Tax Provision account as opposed to the multiple GST accounts in

HandiLedger.

The balance of Tax Provision will be automatically calculated by the system from the opening balances for

customers (Trade Receivables) and suppliers (Trade Payables). If your client does not have any balance in

Trade Receivables or Trade Payables in HandiLedger, the Tax Provision amount would be 0.

The opening balance of Tax Payable would be the net of the GST Payable control account and Input Tax

Credit Control account.

5.3 Remove Sage One Chart of Accounts

By default, Sage One has a set chart of accounts already available. If you would like to import the trial

balance from HandiLedger to replace the existing chart, you may need to delete the existing chart of account

before importing the new chart.

1. Go to Accounts / Lists / List of Accounts

2. Tick the highlighted checkbox to select all accounts

3. Click Delete to remove the existing accounts

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There are approximately 20 “system accounts” in Sage One that cannot be deleted.

Please also note that bank accounts need to be created separately and need not be imported as a part

of the Chart of Accounts

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5.4 Import HandiLedger Trial Balance

1. Go to Company / Import Data

2. Choose “Accounts” from the dropdown menu as the item to import

3. Click the Choose File button to browse for the file on your computer (during training your trainer will

let you know where this file is located)

4. Click Next to continue

5. Leave the map fields as default (since we are using the Sage One import template all headers are

the same). Click Next to import the file

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6. Ensure the import was successful and click Finish

Note

If there are any errors on the import view the Import Log File and to see errors and make

amendments to the csv file. You can run the import again without duplicating any records.

After clicking finish, you will be taken to the list of accounts;

1. Go to Company Opening Balances

2. Click “Change Date”, change the date to your trial balance date

3. Scroll down and click Update and Continue

On the opening balance screen, you will be able to see the opening balances on your selected date as

imported.

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5.5 Creating Bank Accounts

As we left out our bank accounts while importing the Chart of Accounts, we will now create the banks, and

enter the bank balances.

1. Scroll down on the Opening Balances screen to the Bank Accounts section, and click “Add a Bank

Account.”

2. Enter Account details

3. Click Save

Bank Account Name, Default Payment Method and Bank Name field are compulsory. If you would like to add

more detailed information on your bank account, you may do so later by going to Banking Lists List

of Banks and Credit Cards.

4. Enter the bank account opening balances as at trial balance date

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5. Scroll down to the bottom of the screen, click Update and Continue

5.6 Review your Opening Balances

You should now review your opening balances with your trial balance as created from your previous

accounting system.

Scroll down to the bottom of the Opening Balances page to make sure it balances

You may wish to print off the following reports from your previous accounting system and Sage One to sign-

off on opening balances:

- Trial Balance

- Profit & Loss

- Aged Customers

- Aged Suppliers

- Bank Reconciliation

You are now ready to invite more users and start transacting on file.