Save time by using Excel with Sage 50cloud reporting

Do you use Excel for your management reporting, manually exporting and inputting data from your Sage to update these reports?

Let’s be honest, people like Excel and you may already be doing this or are thinking about putting your reports or Sage transactions in Excel, which you can then use for your own bespoke management reporting.

Did you know that you can integrate your Sage data with Excel using the Sage 50 Accounts ODBC driver?  This will save you a significant amount of time compared to manually exporting and inputting data from Sage into Excel each month.

Using the ODBC driver

To help you transfer data quickly, easily, and accurately, you can use the Sage 50 Accounts ODBC driver to read your accounts data directly into Excel.

An ODBC driver translates the data files from one application, for example Sage 50 Accounts, so that they can be read by a Windows application that supports ODBC, such as Excel.

Once the connection has been made, you just need to refresh your Excel report and any new transactions added to Sage will be automatically pulled through.  The ODBC driver is read only, so you cannot write back to your software data files.

There are other ways

All of the reports explained below will need to be run and exported on a regular basis to keep your Excel reports up to date. 

Export

Run your report and preview on screen, click Export, choose the file type, name and location where to save.

If you selected Excel, open and format to remove merged cells and put the information into columns.

Report to Excel

Run your report and preview on screen, click Export.

This will use report formatting and may need tidying to remove merged cells and get information into columns.

Data to Excel

Run your report and preview on screen, click Data to Excel.

Report data will appear in Excel as a table, columns will be all neatly aligned.

Using the ODBC will allow you to automatically bring through your Sage transactions giving you meaningful up to date reports, saving you time from manually downloading and updating.

Contact Us

For more information on what management information you should be preparing, how you can prepare it and the costs involved please contact Nick Wetherall, Software Support Manager or contact the Digital Solutions team.

Times are changing for my accounting records

June 1986, 9am a fresh-faced young man starts his first day in the accountancy profession.  After settling in he is handed a large carrier bag contacting crumpled up invoices, receipts and bank statements, “could you get all these summarised by the end of the day”. What to do?  Luckily, he is given a calculator, pens and a pad.  Crisis averted.

Over the course of the next twelve months this young trainee would spend the majority of his time adding up 80-page, 32 column Guildhall cashbooks all by hand with the help of his trusted add lister.

The next 30 years would see some considerable changes in the accountancy and bookkeeping world.  Computers would start to appear in offices and businesses.  People would move away from traditional manual bookkeeping and use software designed to replace the old cashbook and ledgers.  Not only could you analyse the transactions far easier and quicker, but you could also reconcile the bank and check your trading statements at any point, not just at the year end.

The original software was desktop based, tying you to the office in order to keep information up to date or to get any information out.  With the advent of cloud technology, storing your data offsite, this gave you the best of both worlds.  Most of the work can be done in the office, but with cloud technology this same information can be accessed to provide quick information whilst out on the road.

Accountancy software, in particular cloud based, isn’t just confined to the general accounts it can also help with automating the day to day tasks such as;

  • Scanning purchase invoices, reducing the need to manually enter each one
  • Emailing sales invoices letting you track when they were sent and when they have been viewed
  • Taking a photograph of receipts from mobile telephone or tablet and uploading directly into the software
  • Attaching copies of invoices and receipts to transactions, reducing the amount of paperwork needed to be filed
  • Cleared bank transactions being directly fed into the software, allowing them to be automatically matched or added

This new technology has changed how a business owner can use the basic financial information at their disposal.  With more up to date and accurate information they can try and spot trends or weaknesses in the business.

No two businesses are the same, even ones in the same industry, meaning people may want different information;

  • How much am I making?
  • Who is my top customer?
  • Did I make a profit on that job?

These sorts of questions can now be answered in an instant.

Technology can help speed up the process of putting together your accounting records, allowing you to concentrate on the main reason you started in business in the first place – we are yet to find anyone who thinks great I get to do my bookkeeping at the end of the week.

For more information on this subject please contact Nick Wetherall