Debit card Transactions / Projects / CIS information - The Book-keepers Forum (UK)

SageHelp · Member

Debit card Transactions / Projects / CIS information

RobH · Expert

Hi Louise,

Good luck with your new job.

1. I see no problem with accounting for the expenses direct from the bank account. Just go into Bank Payments and select the relevant nominal ledger code (7300, 7402?). It would probably be best to continue with your normal filing reference and therefore file the receipts with the other invoices if that is what you do already. This certainly saves on entering onto batch invoices soley to 'pay them off again' immediately.

2. If you post these expenses straight from the bank then this should overcome the problem of a project reference. Or do you mean other types of expenses? If so, my very limited understanding on this is that if a project code has been set up for the supplier then you do have to post to a project reference, could you set up Labour/Expenses/Overheads?? Sorry if this is not answering question properly but not entirely sure of how your system is setup. There are one or two Sage experts on here who no doubt will answer that better than I can!

3. I would think the easiest thing to do here would be to set up a separate spreadsheet with all the subbies on, their CIS numbers, gross pay, tax deducted, net pay. Just build this up as and when payments are made then it should give you the figures you need to submit to hmrc. Remember if you have verified subbies who haven't been paid you still need to submit a 'zero' for taht subbie (I believe). You can cross check the total monthly figures with the nominal ledger in Sage to act as a control.

Happy if anyone has a neater solution to share, I don't actually have any clients quite like this so just trying to think it through as logically as I can at the moment!

semsley · Guru

Hi

With debit card transactions I would agree with Rob, keep the receipts with the rest of your purchases and number them in that numbering sequence and post as bank payments from the current account to relevant nominal code. If the company is wanting to allocate the cost of these expenses to specific projects for accounting purposes you may have to journal if there is no project ref in bank payments (I can't remember as I don't use V15 at the moment but have in the past).

WRT CIS report, do you use Payroll for this or post as invoices on Sage.

If using payroll you should be able to extract the information from the reports available.

If you are posting invoices deducting the tax etc straight on to Sage Accounts you could set up a department for the CIS and then do a detailed departmental analysis of that department which should extract the information you require. If you do set up a dept just use Apply when you have named it don't try to Save it.

Sheila

SageHelp · Member

Hello Rob and Sheila,
Firstly thank you very much for your prompt replys and advice.

1) I think the Debit card transaction solution sounds good, however anything that refers to a particular project needs assigning to this. This is done when entering the invoice onto Sage. I will check if you still get an option to do this if you post straight to the nominal. What do you mean Sheila by Journalling to the projects? how would that work?

2) Projects is an addition to the Sage package and is to analyse any costs to a particular project. Again the project ref is entered when entering invoices onto the system. This works great when a cost is for a project, however it will not let you save an entry when it relates to an expense to the company i.e. Rent unless you assign it to a project. I agree with Rob in that posting straight to the nominal will save having to do this, however sometimes there is an invoice from a company which will be set up as a supplier but again not to do with a project. They have set projects up for Fuel expenses, Payroll etc.... I was hoping I could find a way around this to save some time.

3) I am currently analysing on Excel (this was done manually before) and printing off a nominal activiity report for Sub contractors to pick up any payments made in that period. I was just wondering if there was anyone else who does this without using the CIS specific package and has an easier way? We dont use Sage Payroll but Iris. The CIS information is for Sub Contractors 20% ded 30% and Gross so we do not do this on the payroll sw, they are entered as an invoice or straight to the nominal code relevant.

Thanking you again for your time.

Louise

semsley · Guru

OK Louise

Just because you get an invoice for job, you do not have to have a supplier account. A supplier account is for a supplier who gives you credit. If you don't need to assign the expense to a project you can use bank payment thereby cutting down the amount of inputting.

If the fuel has to go to a project then you will have to have a "supplier" called this in order for it to be analysed.

For the CIS, if you input from invoices than you can use departments. The departmental reporting will analyse whichever nominal codes (either grouped or individual). Just give a deparment number (which is in I think configuration in V15) the name CIS and put that number in the dept column when inputting the invoices. Then run the reports. The departmental reports are in the nominal ledger reports.

SageHelp · Member

Hello Sheila,

I have had a look at the bank payments screen and it does have the project code on it, which means I can post expenses direct to the nominal. Thanks for your advice on this it will save me alot of time.

I did think of setting up departments for the CIS report, however I set them up within the supplier account. When I printed off the report it did not recognise what I had done. I am not sure if this is the correct way of doing this? I will have a look at it again when I am next in the office. I will want to set up probably 3 different departments, one for 20%, 30% and grosss therefore it will print them seperately and save me so much time.

Thanks for all your help.

Louise

semsley · Guru

Putting department codes on the supplier account will just default to this when you post anything to that particular supplier.

You must first of all configure the departments - they are numbered from 0 but don't use that to something like 999.

To do this you need to go to Settings then (it used to be configuration but I have a feeling it's not in V15) anyway look for Departments. Then scroll to say1 go to Edit and enter a name CIS20 then click on Apply (DO NOT click on save) then go to the next number and do the same.

You can put the dept number on the supplier a/c that will then save you time when inputting invoices.

To run the reports it's Nominal, Reports, Departmental analysis do detailed not summary and choose the nominal range to include what you need.

SageHelp · Member

Thats great I do remember doing this some years ago now you have told me how. Thanks very much Sheila

))

SageHelp · Member

I was just wondering if anyone could advise on Petty Cash transactions? Only the company currently numbers them along with the purchase invoices and files them with these. In the past, I am used to filing them seperate under the month, however there seems to be alot more and can not be analaysed in batches ie fuel etc, due to them being costed to a project. Hope you can help.

Many thanks

Louise

semsley · Guru

I would usually keep petty cash purchases separate in a different folder with their own numerbing system.

SageHelp · Member

Thanks Sheila, I think I will do that