18.1.1 Overview

Works with the Forbes chart of accounts or with other charts of accounts from other bookkeeping systems.

Has a range of import facilities

Deployed both as traditional desktop and cloud implementations, with client access suitable from mobile phones.

Integrated with Forbes final accounts, tax, payroll, tempus and CIS

Can be used in a range of ways from a simple cashbook to full stock control

Direct bank feeds and eBanking

Fully compliant with MTD for VAT and income tax

Future proof with a committment to further development

18.1.2 The modules

The modules pane down the left hand side lists the modules

Customers

Suppliers

Invoices

Products

Bank

Transactions

VAT

Ledgers

Reports

Settings

18.1.3 The common transaction types

Transactions can be entered via the transactions window or as listed below

SI - sales invoice - when you sell a product or service to a customer. Enter via customers or invoices

SR - sales receipt - when you receive a payment for an SI. Enter via customers

PI - purchase invoice - when you buy a product or service from a supplier. Enter via suppliers

PP - purchase payment - when you make a payment for an SI. Enter via suppliers

BP - other bank payments. Enter via bank

BR - other bank receipts. Enter via bank

TRF - transfers from one bank account to another. Enter via bank

18.1.4 Less common transaction types

Transactions can be entered via the transactions window or as listed below

SC - sales credit note Enter via customers

PC - purchase credit note. Enter via suppliers

Click on the Customers module.

18.2.1 New Customer

Creates a new customer.

18.2.2 View or Edit

Click on the customer code to view or edit the customer record

18.2.3 Customers Ledger

View all customer transactions

18.2.4 Create Transactions

SI - sales invoice - when you sell a product or service to a customer.

SR - sales receipt - when you receive a payment for an SI.

SC - sales credit note

Click on the Suppliers module.

18.3.1 New Supplier

Create a new supplier.

18.3.2 View or Edit

Click on the supplier code to view or edit the supplier record

18.3.3 Suppliers Ledger

View all supplier transactions

18.3.4 Create Transactions

PI - purchase invoice - when you buy a product or service from a supplier.

PP - purchase payment - when you make a payment for an SI.

PC - purchase credit note.

Click on the Products module. Product codes and prices are used for generating invoices for products and services.

18.4.1 New Product

Create a new product.

18.4.2 View or Edit

Click on the product code to view or edit the product record

18.4.3 Product Categories

Products can be grouped into categories. Set up the categories here.

18.4.4 Stock transactions

Click on the Invoices module.

18.5.1 New Invoice

Create a new invoice.

18.5.2 View or Edit

Click on the invoice number to view or edit the invoice record

Use Add line to add lines or click on a line to edit it.

Save the invoice

Post invoice to create the transactions

Print and Email invoices using buttons at the top

Click on the Banks module.

18.6.1 New Bank

Create a new bank account

18.6.2 View or Edit

Click on the bank code to view or edit the bank details.

18.6.3 Bank ledger

To view bank transactions

Reconcile

View Reconciliations

Statements

Bank Feed

BP - other bank payments

BR - other bank receipts

TRF - transfers from one bank account to another

Click on the Transactions module.

Filter

BP - other bank payments

BR - other bank receipts

TRF - transfers from one bank account to another

SI - sales invoice - when you sell a product or service to a customer.

SR - sales receipt - when you receive a payment for an SI.

SC - sales credit note

PI - purchase invoice - when you buy a product or service from a supplier.

PP - purchase payment - when you make a payment for an SI.

PC - purchase credit note.

Other

Click on the VAT module.

In settings/VAT you can set the vat periods so the dates come up automatically.

Fill in the from and to dates and press Show Transactions. This will list all the VAT transactions that have not been submitted on a return. Check these and if you are happy Fill in a Reference, Description and any notes. Leave desc blank and it will be generated.

Pressing Post will post this VAT return.

You can use the MTD button to submit this or any other previously generated VAT return

Click on the Ledgers module.

Click on the Reports module.

Trial Balance

Balance Sheet

Profit and Loss

Contras Report

Account Report

Click on the Settings module.

18.11.1 Company settings

18.11.2 VAT Settings

18.11.3 Other Settings

18.11.4 Tax codes

18.11.5 Currencies

18.11.6 Departments

18.11.7 Control accounts

18.11.8 Transaction Types

18.11.9 Colour Scheme

Choose File / Import.

18.13.1 Introduction

Client access via the cloud works well from a number of devices including smart phones.

The client access to bookkeeping is via the portal. For more information about the portal see Chapter 13 section 13.18

The portal menu is available within all out software by clicking on the web icon or the sync icon on the launchbar or by choosing the Portal menu in clientbase.

18.13.2 Create Agent Account

If you have not already done so, use this option to create an account for your practice. You must set an email address under Tools / User setup / agent details before using this command. You will be asked for a password. You only need to do this once.

18.13.3 Create Client Account

If you have not already done so create a portal account for the client. It will use the email address in the client database and prompt you for a password. You must inform the client of the password and email address that they will use to log on

By default only document viewing is enabled. For the client to access bookkeeping you must go to the portal menu and choose advanced then client account properties. Say yes to bookkeeping.

18.13.4 Client Online Access

Clients can complete transactions via a simple interface at www.securefiler.co.uk.

18.13.5 Agent Online Access

Agents can also access the online version for their clients via a simple interface at www.securefiler.co.uk logging on with their agent account details.

You can upload your list of clients for online access by going into your client database program and choosing file / cloud / copy to cloud.

After logging in you should see a list of clients. Select the client and you will get a detail screen and you can go into bookkeeping.

18.13.6 Agent Desktop Access

In order to produce final accounts and for various other purposes such as backing up, you can take a copy of the data on cloud and work in the desktop application.

The best way into the bookkeeping package on the desktop is to go into the accounts package and click on the bookkeeping menu.

You can take a snapshot of the online data by choosing File / Cloud / Copy From Cloud. This will take a copy to your local data.

The data entered in the simple online transactiosn will be in the income and expenses module - see below

If you make changes or you want to restore a backup you can choose File / Cloud / Copy to cloud.

Uploading a data set to the cloud will replace the data there - any transactions entered after the copy was made will be lost.

Open the client in the final accounts package.

Choose File / Import / Bookkeeping

This will produce a data schedule ...

Run the accounts in the normal way.