How to create, amend or delete records

Summary

How to create, amend or delete records

Answer

The following steps contain everything you need to help you create and manage records.

To create a new record

This section explains the three different methods of creating a new record, using the same example for each method, so that
you can see similarities and decide which method you prefer.

 Note: Although this section uses the example of creating a cost record within the Overheads section, the methods apply when creating any type of record.

Method one – click New Record

From the top of the Record List click New Record then when the Create a New Record window appears, complete the information as follows:

Method two – choose from the New Record drop-down list

Record Type From the Record Type drop-down list, choose the type of record that you want to create. For the purposes of this example, choose Cost.
Name By default the Name box contains the record name New Cost Record 1. If required, enter a different name for the record.
Section From the Section drop-down list, choose the section in which you want the record to appear. For the purposes of this example, choose Overheads.Note: When using this method to create a new record, the sections available to choose are determined by the record type you have chosen. For example, if you have chosen Cost, only the Direct Costs and Overheads sections are available.
Do not show this screen in future If, when you click New Record, you want to create records in the currently selected section of the Record List, select this check box.

From the Record List, select the Overheads section then from top of the Record List, click the down arrow.

Note: The types of record in the drop-down list are determined by the section selected in the Record List. For example, if, instead of the Overheads section, you select Financing, only the Loan and Memo record types are available to choose from.

From the drop-down list, choose Cost.

To ensure that the new record remains in place, open the File menu and choose Save.

You have now successfully created a new cost record within the Overheads section.

Method three – right-click the required section

To set up record information

By default, Sage 50 Forecasting records open at the Details tab. This section explains the information you can enter in the Details tab of a new record.

Note: This section assumes that you have followed the steps in the previous section and a new cost record is currently open in your main desktop area.

  • Complete the Details tab as follows:
Record Name By default the Record Name box contains the record name New Cost Record 1. If required, enter a different name for the record.
Description If required, in the Description box, enter a few words about the record.Tip: There is a limit of 255 characters for this box.

Note: This information does not appear on your reports.

VAT Rate From the VAT drop-down list, choose a tax rate.Tip: If your record requires a different VAT rate, you can create additional VAT rates.
Currency Choose the currency for the record.
Bank Account Choose the bank account to which payments or receipts are to be allocated.
Debtors or Creditors Account Choose whether the account is to ‘Update Central Debtors or Creditors’ or ‘Update Own Debtor or Creditor’.

 Note: Depending on the type of record, the availability of the below options may vary.

  • To ensure that the details you have entered remain in place, open the File menu and choose Save.

You have now successfully set up the details of your new record.

To rename a record

As your forecast progresses, you may find that you want to rename records. This section explains the different methods of renaming existing records.

Note: A record can be renamed at any time.

Method one – from within the record

Method two – right-click the record

To change a record type

Sage 50 Forecasting uses record types to determine how to process your data and present it in your reports.

If necessary, you can change a record type, for example, after creating a forecast from Sage 50 Accounts or to correct a mistake.

To do this:

Right-click the required record and choose Change Record Type

From the Change Type to drop-down list, choose the required record type > OK > Yes.

Tip: If required, you can view the record type in the Record Information and Flexing pane.

The record types available in a Direct Costs section are as follows:

  • Cost
  • Accrued Cost
  • Prepaid Cost
  • Stock
  • Composite Stock
  • Wages
  • Memo

Each of these record types can be moved to any other Direct Costs or Overheads section.

Note: Only memo records that have been created in a Direct Cost or Overhead section can be moved to another of these sections.

To delete a record

As you build up your forecast data you may want to change the way information is presented in your reports, which can involve deleting records. This section explains how to delete a record.

From the Record List, right-click the record to be deleted > Delete.

To continue and delete the record, click Yes.

Note: You can not delete records that contain both budget and actual data.

You have now successfully deleted a record.

Tip: When you create an additional Capital Reserve record and it is used by a Fixed Asset record, the revaluation reserve cannot be deleted. To delete a Capital Reserve record, you must delete all Fixed Asset records with a revaluation, then delete the Capital Reserve record.

Memo records are a useful record type which can be used to perform additional calculations and store extra information. They can appear on reports or can act as a data source when creating record formulas in Sales or Cost records.

Where to create Memo records

Memo records can be created in the Memo section and also in the following sections:

  • Sales
  • Direct Costs
  • Overheads
  • Other Costs
  • Other Income
  • Financing
  • Capital Account

To create a Memo record

From the Record List, right-click the Memo section > New Record > Memo.

Tip: If you do not want each new record you create to appear in the working area, open the Options menu > Program Options > clear the Edit record immediately after creation check box.

In the Record Name box enter a name for the record and, if required, enter a description for the record > click the Memo Data tab.

Tip: The Description box can be used explain the purpose of the memo record or what the data source is for the values it contains. The Description box is limited to 255 characters.

From the Orig. Budget Entry Method drop-down list, choose the required data entry method.

Enter your data in the Memo Data column according to your chosen data entry method.

To save your changes, click Save.

You have now successfully created a Memo record.

Data entry methods in Memo records

Data entry method Source and resulting data
Enter Memo Data Enter the values for the corresponding period in the Memo Data column.

Retrieving data from other records

Note: For any of the following options, from the list that appears in the Records to select from area, select as many records as you require.

From Cumulative Depreciation All Fixed Asset and Financed Asset records.Total cumulative epreciation from all selected records.
From Depreciation All fixed asset and financed asset records.Total depreciation from all selected records.
From Employee Numbers All wages records using the Employee List.Total number of employees from all selected records.
From Gross Wages All wages records containing gross wages data.Total of gross wages from all selected records.
From Invoices All accrued and prepaid income and costs records.Total of all selected records.
From Net Wages All wages records.Total of net wages from all selected records.
From Original Values All fixed asset and financed asset records.The total of the original asset values from all selected records.
From Sales/Costs/Income All sales, cost, accrued and prepaid sales and costs records.Total of all selected records.
From Stock Usage All stock and composite stock records.Total units from the Usage tab of all selected records.
From Units All sales and costs records that use calc from units.Total units sold from all selected records.

Version

v5, v12

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