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1 online Accounts Step by Step Data Setup Wizard and How to Guide Main Tel Support Tel Free 30day trial Page 1

2 Online Accounts Subscription Package Step by Step Data Setup Wizard and How to Guide Contents How to use the Data Setup Wizard... 3 Company Details... 4 User Details... 7 Customer Details... 8 How to create a Sales Invoice Invoice Template Supplier Details Bank Account How to send invoices to clients in an How to send bulk statements in an How to allocate a Sales Invoice that has been paid How to input Invoices received from Suppliers How to Pay a Supplier Invoice How to do a Bank reconciliation How to upgrade/downgrade my subscription How to import my supplier and customer contact details and transaction details How to complete and submit a VAT Return How to create a Trial Balance How to perform a Year End process How to create Nominal Journals How to set up budgets Page 2

3 How to use the Data Setup Wizard Follow the steps 1 to 8 to setup your Liquid Accounts Package You can access this Setup page at any time by clicking on Setup in the green menu bar. Page 3

4 Company Details You are now ready to begin setting up your Company in Liquid. Click on Company Details button to take you to the Company Details Page. Buttons and Fields to be aware of View Audit Log This button gives you a summary of the changes that have been made in Liquid. You will probably only need this button if you have a support issues and need to check on what changes have been made in the accounts. Address In this section enter your company name, address and phone details. Version This is for reference only. It may be needed if you have a support call. Mandatory Details Last Sales Invoice: If you are bringing information across from another accounting system or you are starting with Liquid midway through your financial year, enter the last invoice number you had in your old system and Liquid will start the invoice number consecutively from this number. For example if your last invoice was 245, enter this number, and the first invoice Liquid will raise will be 246. If you leave this blank, invoice numbering will start at 1. Page 4

5 Last Purchase Invoice: This is the same as Last Sales Invoice only for Purchase Invoices. VAT Number (Liquid Accounts Package Only) If you are a VAT registered Company you must enter your number here. Company Reg No. If you are a Limited Company you must enter your Registration Number here. If you are not a Limited Company, you can leave this field blank. Year End. This date has been brought forward from when you entered your details to access Liquid. Balance Sheet Start This field is automatically filled by Liquid. Only change this field if you plan t use your own nominal codes Shareholders Funds This field is automatically filled by Liquid. Only change this field if you plan t use your own nominal codes No of Periods This field is automatically filled by Liquid. Only change this field if you are changing your year end. If so enter the number of months until the next year end. Last Purchase Order This is the same as Last Sales Invoice only for Purchase Orders. Leave as 0 unless you are continuing numbers from a previous system. Last Sales Order This is the same as Last Sales Invoice only for Sales Orders. Leave as 0 unless you are continuing numbers from a previous system. Sales Control This field is automatically filled by Liquid. Only change this field if you plan t use your own nominal codes Purchase Control This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes VAT Control (Liquid Accounts Package Only) This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes. Default Bank This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Flat Rate Accounting Only change this field if you are VAT registered and HMRC have agreed for use to use the flat rate scheme. Enter the percentage rate HMRC have agreed for your business. PRN Accounting Check this box if you plan to do interim invoices, i.e. payment request notes for work done that will be invoiced in full later. Cash Accounting Check this box if you are VAT registered and HMRC have agreed you can use their cash accounting scheme Page 5

6 Additional Details Lock All This is used for management reporting. Enter the period number from which you want to lock transactions. This ensures that transactions from this period are not included in the management reports. Purchase Invoice (PI) transactions are excluded. To include PI transactions you also need to enter the period number in the Lock PI field. Lock PI As above but locks transactions for Purchase Invoices. Reserves This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Discount This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Suspense This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Cash Control This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Page 6

7 User Details This page is used to amend user details and set up new users. To amend the details of an existing user, click on the drop down box and select the user you wish to amend. The user details will appear and you can make changes. Click Save and Continue when you have finished. To add another user click on the Add User button. The fields will clear and you will be able to enter new details. Click Save and Continue when finished. Page 7

8 Customer Details To add a new customer you must first enter a unique code of your choosing for that customer in the Unique Code field. This will be used to identify that customer elsewhere in Liquid. Do not use the symbols < > Fill in the Customer Name and Address details as appropriate. VAT and Billing Details VAT Code This sets the default VAT code for that customer. VAT Number.This sets your customers VAT registration number. Sales Group If you have specific sales types you would like to be able to report on separately you can add them here. Click Add Sales Group then Add New Group on the page that opens. Enter details in the Sales Group field and click Add Sales Group button Page 8

9 Terms & More Details Terms This is a narrative field for information purposes to give specific terms details for that customer. Notes This is a narrative field for information purposes to give additional notes specific for that customer Number of days Enter here the days you allow for the invoice to be paid (e.g.30 ) This figure appears on the invoice and is also used in arrears and aged debtors calculations. Default Nominal This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Use End of Month Tick this box only if you have agreed these terms with your customer. Invoice Reference Custom Details Credit Limit Enter the amount of credit you will allow this customer. If this limit is exceeded Liquid will advise you. Invoice To Enter details here if the invoice is to go to another department person that is different from the normal delivery address. On Stop Use this field to stop the customer from being billed. Page 9

10 How to create a Sales Invoice When you have created some customer records you can now create a customer invoice. N.B. You must first create an invoice entry before you can set up your invoice design. From the top menu bar click once on Sales, then Invoicing from the drop down menu. Select the customer you would like to create the invoice for on the drop down Select Customer field. NB you must have already entered the customer details in the Customer Details section for this to work. The list of invoices already raised for this customer will be displayed in the table below. Select Year End in which this invoice will fall. Then select New Invoice. This will open a new page. The Invoice Date, Delivery Date and Settle Date will automatically be populated, based on the information you entered in the Customer Details page. If you need to change them click on the field and select the new date from the drop down calendar. Click on Delivery Address under the company name to enter the delivery address and details. If you need to change the Delivery Address you can do it here. Enter the invoice description and additional notes here in the relevant sections. Enter Stock/Item Detail, Quantity, Unit Price and Nominal Code and then click Save. When you click Save the says the total amount will be calculated. You are now able to add a new line to your invoice. When you have finished entering the details for your invoice Save then Close. Page 10

11 Invoice Template You are now able to create an invoice design. You are able to add logos, change the font type and size and add text in the header and footer area of your invoices. To do this you must have first created a Sales Invoice in Liquid using the instructions above. If you are doing this for the first time you may want to create an invoice with zero price in order that you can create and see the invoice design that will then be used on all your other invoices. Once you have created an invoice click the Save button. Click on Setup in the green menu bar at the top of the page then click on Invoice Design. To insert a logo into your invoice, click on Show Logos. You are now able to upload an image of your logo. The image must be a.jpg,.gif or.png file. Click Choose File. Then select the file you require from your documents on your PC. Double click to select then click on Save File Upload The image you have chosen will appear in the logo pane. You can add this logo to the header or footer areas of you invoice. Click on the Show Header Detail and the editor opens. You can now drag and drop the image into the header or footer section. You can also add your own text using the editor in these sections. To change the font type and size in the body of the invoice click on Font Detail. To save your invoice design as a new template click on Invoice detail and add a new name for the template. Margin and page length allow you to set the left indent and how long the invoice will be when printed. When you have made all the changes click the Save button. To preview how the Invoice looks, click on Print test. Page 11

12 Supplier Details To add a new supplier click Add Supplier on the Supplier Details page. You must first enter a unique code of your choosing for that customer in the Unique Code field. This will be used to identify that Supplier elsewhere in Liquid. Do not use the symbols < > Then enter customer name and address details as appropriate. VAT and Billing Details Enter the VAT rate that this supplier will charge you. This will be picked up in the invoices to pay and be used to calculate how much VAT you may be able to reclaim from HMRC. Page 12

13 Terms and More Details Terms This is a narrative field for information purposes to give specific terms details for that Supplier Notes This is a narrative field for information purposes to give additional notes specific for that Supplier Number of days Enter here the days you allow for the invoice to be paid (e.g.30 ) This figure appears on the invoice and is also used in arrears and aged debtors calculations. Default Nominal This field is automatically filled by Liquid. Only change this field if you plan to use your own nominal codes Use End of Month Tick this box only if you have agreed these terms with your Supplier. Custom Details Sort Code enter your Suppliers sort code, 6 digits no spaces Bank Account enter your Suppliers Bank Account number, 8 digits no spaces On Stop Use this field to prevent invoices being inputted for this supplier Page 13

14 Bank Account To set up your Bank Account details click on Banking from the top menu bar then Bank Account In the Bank Account Details page you should see Bank01 in the table below. To Edit these details, click Edit which will give you the Bank Details for that account. You can input your Bank Account details in this page. Click on the Add New Account button to add an account or clit on the Edit link in the table to edit the details of an existing account. Page 14

15 Order field denotes the order of importance and the position the account will show in the table above. Account Name is the type of account, for example deposit, current or savings. This will appear under description header. Sort Code is 6 digits without spaces. Account Number is 8 digits without spaces Roll Number is for Building Society accounts no spaces Bank IBAN is the International Account Number for foreign Banks Nominal Code can be found from the nominal code list. It should be set as Bank01 for the most frequently used Bank and Bank02 and Bank03 for any other accounts. Statement Frequency, use the drop down button to set the frequency of Bank Statements Cash Payments; tick this box if you take cash payments. When you have completed the details click Save The edited or new Bank Account details will now show in the table above. Nominal Codes You are able to add nominal codes in the Liquid Accounts Package if required. If you are not familiar with nominal codes it would be advisable to use the Liquid default codes. From the Nominal tab on the top menu bar click Maintenance. Click on the Add New Account button to add new nominal account. Enter the nominal code, description and select the appropriate transaction group for the nominal. To amend or delete existing transactions, use the Select link to load the account and amend as desired. Page 15

16 How to send invoices to clients in an . Click on Sales from the top menu bar then Invoices. Select the customer you want to send the invoice to from the drop down menu. Choose the invoice you want to send by clicking on the link in the Transaction field of the table that has appeared. Then click on the button. This opens the template. Enter a valid address in the From field and the recipients address in the To field. To see the invoice you are sending click on See Invoice. To attach another file click on Choose File. Select the file you want then click on attach. Page 16

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18 How to send bulk statements in an . This function allows you to send statements for one client, or all of your clients in bulk, for example to your accountant or bookkeeper. Click on Sales from the top menu bar then Send Statements. To find the account to which you want to send a statement, enter the first letter of the account name in the Account From field. If you only want the statement for this account ensure that the Account To field has the same account name. To pull the statements for all your clients ensure the Account To field has the last alphabetical name. Choose the Template design from the drop down menu. Unless the invoice is particularly long leave the Lines per page field as it has defaulted. Define the date range for the statement by completing the Invoice To and Invoice From fields. To see a copy of the statement click on Print PDF. To send the statement by mail now follow the How to send invoices to clients in an instructions above. Page 18

19 How to allocate a Sales Invoice that has been paid. Click on Sales from the top menu bar and Invoicing from the drop down. Select the Customer who has paid you and the relevant year end date. Click on Receive Payment. Select the Bank Account the amount paid is going to be deposited in. Enter the amount paid against the appropriate invoice in the table below. If an invoice has been paid in full click on the appropriate Paid All box next to the invoice. If the invoice is part paid, enter the amount that has been paid in the amount received column in the table. Click on Transactions Totals to see the total amount you have been paid. Click on Receive Payment to allocate the payments. Page 19

20 How to input Invoices received from Suppliers Go to Purchases from the top menu bar and click on Invoices from the drop down menu. Select the customer from the drop down menu and the relevant year end. Then select New Invoice. This will open a new page. The Invoice Date, Delivery Date and Settle Date will automatically be populated, based on the information you entered in the Supplier Details page. If you need to change them click on the field and select the new date from the drop down. Enter the invoice description and additional notes here in the relevant sections. Enter Stock/Item Detail, Quantity, Unit Price and Nominal Code and then click Save. When you click Save the total amount will be calculated. You are now able to add a new line to your invoice. When you have finished entering the details for your invoice Save then Close. Page 20

21 How to Pay a Supplier Invoice Click on Purchases from the top menu bar then Invoices. Select the customer you want to pay from the drop down menu and the relevant Year End date. Those invoices to be paid will appear in the table below. Click Pay Invoice and a new screen opens. Enter the payment dates and the Bank Account that the payment is to be made from. In the table below enter the amount to be paid. N.B. Ensure that the amount to be paid has a minus sign in front of it. If the whole invoice is to be paid just tick the appropriate box in the Pay All column. Clicking on Get Transaction Totals gives you the total amount you will pay from the invoices you have highlighted. When the amount to be paid has been entered click Pay Invoice to pay. Page 21

22 How to do a Bank reconciliation From the top menu bar choose Banking and My Statements from the drop down menu. Select the appropriate Bank Account from the drop down menu and confirm the year end period. Enter your Bank Statement end date in the Date To field. The Date From field will automatically default back one month. To change this click on the field and select the date you require. The Bank Balance field shows the expected Bank value as per the Liquid Software. In the Statement Balance field enter the end statement figure from your actual bank account statement. Now tick in the boxes on the right hand side of the table for all those invoices that appear on your Bank Statement to convert them to Pending. When complete, the difference between what Liquid shows in your Bank Account and what is actually in your Bank Account Is shown in the Difference field. For all transactions that do not appear in the table, but do appear on your Bank Statement, simply click on Add Transaction. A new popup table will appear. Select from the drop down menu what transaction type you would like to complete. Select the relevant customer/supplier (depending on the transaction type) enter the date that appears on your Bank Statement with any additional detail required (e.g. payment by BACS) and enter the amount that has been processed through your Bank. Confirm the correct Bank and click Save. This transaction will now appear in the table below. Now click this new transaction in the table to confirm its pending. Whenever a new transaction is added the Date To field will automatically update to the latest transaction. It may be necessary to re-enter your statement date. When all transactions have been matched to ending and the difference appears as zero (0), click on Reconcile All Pending. Page 22

23 How to upgrade/downgrade my subscription Click on the Subscription Management button on the left toolbar in Liquid. Use the Subscription Package dropdown menu to choose the new package and click submit. Your subscription details will be changed and the new information shown in the table below. To use your new package click on Go Back To Accounts button. If you want to downgrade your package for example going from Accounts to Bookkeeper, please contact our Support Desk on Page 23

24 How to import my supplier and customer contact details and transaction details From the Company tab on the top menu bar select Import Data. On the data Import Programs screen select the details you wish to import (Contacts or Transactions). Click on the relevant link, then Download the relevant excel template. This template shows the column headings for the fields that can be imported into Liquid. N.B. Do not alter the title or order of these column headings. Contacts Import Excel Format Sales Code: Is a reference used to find the Customer in Liquid. If you do not already have a code allocated to your customers you should insert one here of your choosing. For example if you have a customer called The Magic Carpet Cleaning Company, you may want to choose the Sales Code MCC. Ensure you have a code for each Customer. Purchase Code is a reference used to find Suppliers in Liquid. If you do not already have a code allocated to your Suppliers you should insert one here of your choosing as per the instructions for Sales Code. Enter Address details and Contact Names, Telephone Numbers and Addresses. Page 24

25 VATcode field is expecting the relevant VAT code according to the Liquid Defaults as shown below. VAT Code Description Type I0 I1 I1(15) I2 I3 I4 I5 I7 I9 NA O0 O1 O1(15) O4 O7 O9 OZ 0.00 Purchase Input - Zero Purchase Input - Std Input standard 5.00 Purchase Input - 5% Fuel Rate 8.00 Purchase Input - 8% Fuel Rate 0.00 Purchase Input - Imports 0.00 Purchase Input - Duty Import Old VAT rate 0.00 Purchase Inputs - Exempt 0.00 Not Applicable 0.00 Sales Output - Zero Sales Output - Std Output standard 0.00 Sales Output - Export Old VAT rate 0.00 Sales Output - Exempt 0.00 Sales Output - Zero Nominal Code should reflect the codes used as default in Liquid (See Nominal Code List) When you have completed your import sheet ensure that it is called Sheet1 on the tab in Excel then save the file as Contacts as an excel workbook. When saved, click on Choose File in the Contacts Data Import screen. Choose the contacts file you have just saved, then click on the Save Uploaded File button. You will get a message File 'Contacts.xlsx' uploaded successfully. From here you can review your uploaded file, but your Contacts should now be installed in Liquid. Page 25

26 How to complete and submit a VAT Return You must first be registered with HMRC to submit returns electronically to them. If you are not already registered go to https://online.hmrc.gov.uk/registration/ When registered with HMRC go to VAT on the top menu bar and choose VAT Return. Click on e-file credentials button and complete the relevant fields to access the HMRC Gateway. You will need your HMRC ID and password. Enter the date that the return has to be generated up to and click Generate Return This will automatically collect the relevant data from your accounts and populate the return. To verify the box entries in the return, click on Show Detail. From this table you can drill down into the actual transactions that make up the totals in the Return by clicking on the links in the VAT Code column. This opens as a separate VAT Analysis tab. To get back to the Return click on the VAT Return tab in your browser. To save and submit your Return to HMRC click on Save Return. This will then take you to the HMRC Gateway. Click the submit button to send your return electronically. The message text will confirm whether your submission has been successful or not. When a successful submission has occurred this will then appear in the Previous field in the VAT Return Screen. Page 26

27 How to create a Trial Balance From the Nominal tab on the top menu bar click Trial Balance. Select the periods you wish to view, From and To and the appropriate Year End. The table below will display the required information. Page 27

28 How to perform a Year End process From the Nominal tab on the top menu bar click Year End. Select the appropriate year end date and click Process. Page 28

29 How to create Nominal Journals To do this correctly you must be aware of the double entry accounting principles. Select Journals from Nominal tab in top menu bar. Select the relevant Year End Date. Click on Add New Journal. The date and Reference Field will be automatically populated by can be amended. Enter in the Detail field a description of the Journal you want to post, i.e. December Prepayment. Enter the relevant Net Amount figure, VAT code and VAT amount. Enter the nominal code of the account you want to be debited and the corresponding double entry account to be credited. When complete click Save. Page 29

30 How to set up budgets. By setting up all your budgets you can see at a glance in the Budget Report the companies performance across the whole range of accounting departments, by month on month period or year to date. From the Reports tab in the top menu bar, click on Budget Set-Up. Select the relevant year end date. Select the Group for which you require a budget to be set. Enter the figures that you expect to be spent by those departments by month during the year. For any Sales budget do not change the sign (+/-). To see the performance against budget click on Budget Report from the Reports tab in the top menu bar. Page 30

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