Some tips to help you get reports quickly from Sage 200
Tip # 1: List View Filters
Sage 200 gives you the choice as to how to view your data. Most of our clients tend to use the “List Views” which present a nice easy list of data relevant to the module that you are working in. What you may not know is that you can create filters using the data in the list view.
As an example, go the customer list view. Click on the “search” option at the bottom of the screen, click “new”, give your filter a name e.g. “Customers with balances > €1,000”. Then simply select the criteria. So for this example, you would enter criteria as follows:
Where, Balance is greater than value €1,000
You also have “And” “Or” options. With “And”, you can create multiple rules in your filter, each one must be met in order to return the results. If you use the “Or” option with multiple sets of criteria, then only one of the conditions must be met.
Once you have entered your criteria, just save.
You can save as many filters as you like. This is a great way of sorting your data into groups, so that you can view the same data in different ways depending on the criteria you have chosen.
You can also easily run reports based on your chosen criteria by simply selecting the reports option at the bottom of the screen. You don’t have to select criteria again, reports will be based on the List View filter you have created.
Of course, once you have finished using a filter, remember to click “Clear” at the bottom to bring you back your entire list!
Tip # 2: easy way to export to Excel
No matter how much we try to get our software to “replace” the hundreds of spreadsheets we are inclined to use, inevitably users like to further analyse their data in a familiar Excel format.
Sage 200 enquiry screens can easily be sent to Excel, without having to run reports.
To do this, go to your enquiry screen e.g. Cash Book Transaction enquiry, right click on the screen and then send to Excel.
You can also use your List Views here to make a sequential or random selection (by clicking on the first record you wish to select, holding the CTRL key and then with your mouse clicking on the other records you wish to include in your selection). Once the selection is made, then right click and send to Excel – choose “Selected Items” as opposed to “All Items”.
This can save a huge amount of time as you can find the data easily and export it easily to Excel.
Tip # 3: making use of the in "In " option
Here’s another great feature that is tucked away in the report criteria screen.
When you run any report in Sage 200, you will be presented with a selection criteria screen. Usually, you fill in the criteria (e.g. Customer Account FROM…TO, date range etc), then you run the report (or you can save the criteria if you intend using this report with similar criteria on a regular basis).
So, let’s say you want to run a report based on Sales Transactions, but you need to base this report on specific currencies, which are not necessarily listed in sequence on the drop down list. In order to do this, go to the criteria screen on your chosen report, select the field “Currency” and when you click on the little arrow to the right of the box, you will see the option “In”. Once you select this “In” option, you will now see another white box with a down arrow.
Click on the arrow and you will be presented with a list of all of the currencies that you have set up in Sage 200. There is a tick box beside each currency, so just check the boxes for Sterling, Euro and Australian Dollar and then run your report.
This is really handy and can be used in all sorts of scenarios where you would like to see data based on criteria that is not sequential.
Tip 4 # : drill down into your financial reports
If you just want a quick financial snapshot but don’t necessarily want to run financial statements, then a quick way of doing this is to use the “View Nominal Structure” option within the Nominal Ledger. This gives you a high level view of your financial data with the option to drill right back to the transactional data.
Once you select the View Nominal Structure, you can choose your Profit & Loss and Balance Sheet Layouts. You can also select your period range and your comparative data from the drop down list. *The options you have are Current Period range values only, Same period range for prior year and Prior period range (12 periods 12-20). Then Click on the “Display” button.
Now you should see a “Tree View” of your data; Profit and Loss data will appear at the top, Balance Sheet data will appear underneath.
You can click on Expand All at the bottom of the screen – this will expand all of the branches of the tree. Otherwise, you can select a heading such as Overheads, click on the plus sign beside the heading and then view the underlying figures that make up that heading. Keep clicking on the + sign all the way down to the lowest transaction level. Once you reach this point, then click on the “Account Details” button at the bottom and then click on “Transactions”. This will show you the transactions behind the Nominal figure.
Add a splash of colour to your screen by clicking on the “Colour” button at the bottom of the screen.
Tip 5 # : Sage 200 Workspaces
Workspaces was first introduced in Version 2010. Just think of it as an easy way to view the data you want to view in the way you want to view it.
Workspaces is really an “alternative view” of your data. So, while some users may like to use “List Views” as we have described in Tip # 1 above, Workspaces gives you something similar, but is much more comprehensive and is designed to be very flexible so it’s easy to make changes to suit your own preferences. To access Workspaces, just click on the Workspaces menu option from the main menu.
Workspaces is grouped into logical headings such as “Credit Control”, “Sales Enquiry”, “Project Profitability” etc. Within the workspaces, you are presented with your data in a number of windows. You can use the standard workspaces, amend them or you can create your own.
Data in each window relates to the main group. So, let’s say you select the Purchase Document workspace. The screen displays 4 windows.
The top window shows Supplier Details such as Account Reference, Name, Balance etc
If you select a supplier account from this list, you can then see the Purchase Documents (Purchase Orders) in the next window. If you select on a Purchase Order, then you will see the item lines in the next window. Over on the right hand pane, you can see supplier details, terms, turnover and various other pieces of relevant information.
You can customise what you see. You can also do transactions directly from here without leaving the workspaces menu. So, let’s say you selected a Purchase Order, you can right click on the Purchase Order and Confirm Goods Received. Or if you were working on a Workspace displaying Invoice data, you can accept payments/receipts directly from here.
In Sage 200 Version 2013, you can choose to have Workspaces as your default view (instead of the list view). You also have the option of purchasing a “Web User”. This is a user who can access only certain functions including Workspaces online. Sage 200 Version 2013 also brings advanced workspaces functionality to help you filter and find your data more efficiently.
Workspaces is a really great way of viewing your data from one screen without having to do very much clicking!