Chapter A9: The System menu

Transcription

1 Chapter A9: The System menu This chapter is aimed at BankLink Administrators You carry out administration tasks in BankLink Practice from the System menu. Only users with Administrator rights can access this menu. The options on the menu enable you to set up information about your practice. The middle set of options enables you to add, edit and delete bank accounts, clients and users, to view and delete the master memorised entries, and to edit the transaction type descriptions. All the monthly download options are on the Start New Period menu option. Use the System Reports menu option to print reports relating to the management of the BankLink Practice. Use System Options to alter some system-wide options used in BankLink Practice. This Chapter covers: Practice details Practice tax defaults Bank Accounts Maintain clients Master memorised entries System reports System options Report and Graph Options Custom Documents Charges 781

2 BankLink Practice Guide for Australia Practice details Use this option to define default information that BankLink Practice copies to new clients when users set them up - users can change many of the defaults for a specific client if required. You originally specify most of these items during installation (see Chapter A1). To view and edit the practice defaults: 1 Click System, Practice Details BankLink Practice displays the Practice Details window In the Details tab: 2 Click in the Name field and change the name of your practice if required - the name appears on all system and download reports 3 Click in the Phone field and change the number for your practice 4 Click in the field and change the main address for your practice 5 Click the Edit button to add a practice Signature for use on s sent from BankLink Practice - see Adding and editing your practice signature for more information 6 Click in the Web Site Address field and change the website address for your practice 782

3 Chapter A9: The System menu 7 Click in the Practice Logo File field and enter the location of a logo you want to appear on BankLink Notes files and BankLink Books files (this allows you to effectively 'brand BankLink Notes as your own) - use the Browse button to help you locate the file You can use image files with the following formats:.bmp,.jpg or.jpeg. 8 The BankLink Secure Code field shows the BankLink Secure Code for your practice 9 The Last Download Processed field contains the sequence number of the last file you have downloaded - you cannot edit this field except on advice from BankLink Support The Phone, address and Website Address appear on the Help, About menu for BankLink Books and BankLink Notes clients. In the Accounting System tab You define the default links with your accounting system here 1 Click in the System Used field and change the accounting system you are using in your practice if required 2 Click the Account Mask field - this allows you to specify the client s account code format (for example ###-### or ###/##), used to insert the separator characters when coding 783

4 BankLink Practice Guide for Australia 3 Click in the Load Chart From field and enter the default directory where BankLink Practice looks for chart files - this and the next two fields are optional depending on your accounting system, see Appendix 1 for more details 4 Click in the Save Entries To field and enter a default directory where all the exported transaction files are created 5 Click in the Tax Interface Used field and, if your main accounting system has specific tax interfaces, select the one you are using in your practice 6 Click in the Export Tax File To field and enter the default directory where BankLink Practice saves the tax interface files 7 Click in the Web Export Format field and select the one you are using in your practice In the Superfund System tab You define the default links with your superfund system here 1 Click in the Superfund System field and select the superfund system you are using in your practice if required 2 Click the Account Mask field - this allows you to specify the chart of accounts code format (for example ###-### or ###/##), used to insert the separator characters when coding 3 Click in the Load Chart From field and enter the default directory where BankLink Practice looks for chart files - this and the next field are optional depending on your superfund system, see Appendix 4 for more details 784

5 Chapter A9: The System menu 4 Click in the Save Entries To and enter a default directory where all the exported transaction files are created 5 Click OK to save your changes In the Practice Management System tab You define the default links with your practice management system here 1 Click in the System Used field and select your practice management system from the drop-down list 2 Click OK to save your changes 785

6 BankLink Practice Guide for Australia Adding and editing your practice signature Use this option to define your practice's default signature for s sent from BankLink Practice. This signature can be seen in s created during scheduled reporting, in query s, and in s created when you use the File, Send option. To add an signature to your practice defaults: 1 Click System, Practice Details BankLink Practice displays the Practice Details window 2 Click the Edit button to add a practice Signature BankLink Practice displays the Edit Signature window 3 Enter the text of your signature in the space provided 4 You can use the toolbar to choose Font, Font Size, Font Colour, Background Colour, Font Style (Bold, Italic, Underlined) and Alignment, and you can Undo, Cut, Copy, Paste, Delete Text, Find and Replace 5 Right-click to insert a Picture or a Field You can use image files with the following formats:.bmp,.jpg or.jpeg. You can insert the following merge fields: Body - lets you specify where the body text of the appears, as well as the formatting User_Name - the name of the BankLink Practice user sending the User_ - the address of the BankLink Practice user sending the User_DDI - the phone number of the BankLink Practice user sending the Client_Name - the client name in the file associated with the you're sending Client_Code - the client code of the file associated with the you're sending Practice_Name - the practice name set up under System, Practice Details Practice_ - the practice address set up under System, Practice Details Date - adds the date based on your computer settings to the you're sending Time - adds the time based on your computer settings to the you're sending You can also access Undo, Cut, Copy, Paste, Delete Text, Find and Replace from the Shortcut menu by pressing right-click. 786

7 Chapter A9: The System menu 6 Click Save to save your changes In the example below you can see that the will be formatted with the body text appearing first, then the user details, practice details and the Practice logo at the bottom. 787

8 BankLink Practice Guide for Australia Practice tax defaults The Practice Tax Defaults option displays the Company Tax rate which is used to calculate Franking credits on Super Fund transactions. BankLink Practice copies the default settings in your Practice Tax Defaults to new clients when users set them up. The effective date and rate for Rate 1 are already set up for you. If in the future the rate changes you can enter an effective date and rate in the Rate 2 column for BankLink Practice to use. To view the practice tax defaults: 1 Click System, Practice Tax Defaults BankLink Practice displays the Practice Tax Defaults window 2 Click Cancel to exit For more detailed information on entering these details see Chapter A4. 788

9 Chapter A9: The System menu Bank Accounts You can view a list of all the bank accounts in your Admin System by clicking System, Bank Accounts. BankLink Practice lists the bank accounts in the Maintain Bank Accounts in Admin System window, with one of the following indicators next to them: This symbol means that the bank account is protected with a password. This symbol means that the bank account was downloaded for the first time with the latest data download. This symbol means that the bank account has not yet been attached to a client. This symbol means that the bank account has already been attached to a client. This symbol means that the bank account has been marked as deleted. If you have Administrator access you can carry out a variety of tasks through the Maintain Bank Accounts in Admin System window. Bank Account Maintenance Using the options available in the Accounts menu you can carry out maintenance tasks on individual bank accounts by editing the bank account, or for selected tasks, for multiple bank accounts simultaneously. The following tasks can be performed on individual bank accounts: editing the name of a bank account adding a password to a bank account The following tasks can be performed on individual bank accounts, as well as multiple selections: marking any bank account as deleted flagging accounts as no charge to exclude them from the charges export to the practice management system sending a delete request sending a data frequency change request to change to daily, weekly or monthly data frequency for bank accounts There is also a link to access the Set Up New Accounts window. 789

10 BankLink Practice Guide for Australia For more information on attaching bank accounts to client files see Chapter A5: Creating client files and attaching bank accounts. Once you have attached bank accounts to a client file, you can make changes to them. Provided that they are able to access the client file, all Normal users can use Other Functions, Bank Accounts to edit bank accounts. The Normal user options act only on the bank account attached to a specific client. If a bank account is attached to more than one client, then the details must also be changed for the other client(s). For more information see Chapter 2. In this section you can find out more about features that are only available to Administrators. 790

11 Chapter A9: The System menu Changing the way the Bank Account window displays data The Maintain Bank Accounts in Admin System window displays more information about each bank account than can normally be viewed on screen - you scroll to view the columns that are not displayed. There are several ways to alter the appearance of the Maintain Bank Accounts in Admin System window. You can: Choose bank accounts to display in the Bank Accounts window Filter data in the Bank Accounts window Search for data in the Bank Accounts window Sort bank accounts Configure columns in the Bank Accounts window 791

12 BankLink Practice Guide for Australia Choosing bank accounts to display in the Bank Account window The Maintain Bank Accounts in Admin System window has six bank account options - All, Attached, New, Unattached, Deleted and Inactive. The default is All, but you can choose another by clicking the drop down menu at the top of the window. Depending on the option chosen, the bank accounts shown in the Maintain Bank Accounts in Admin System window are as follows: Option All Attached New Unattached Deleted Inactive Bank Accounts Included A full list of all the bank accounts in the Admin system Bank accounts that are attached to a client file Bank accounts that were downloaded in the last download Bank accounts that have not been attached to a client file Bank accounts that are marked as deleted Bank accounts that are no longer on The BankLink Service as they have been deleted by BankLink 792

13 Chapter A9: The System menu Filtering bank accounts in the Bank Accounts window Once you've selected a bank account display option, you can use the Filter button to choose exactly which bank accounts you want to see listed in the Maintain Bank Accounts in Admin System window. The default is set to All bank accounts. The selections available in the filter are: Column Status Deleted Transactions Charges Password Delivered To Options New, Unattached, Inactive, Attached Marked as Deleted, Not Marked as Deleted, Inactive Transactions in Last 12 Months, No Transactions in Last 12 Months Charged, Flagged as No Charge Password Protected, Not Password Protected Practice Accounts, Books Secure Accounts To filter the bank accounts shown in the Maintain Bank Accounts in Admin System window: 1 Click Filter Accounts BankLink Practice displays the Filter Accounts window 2 Click the + signs next to the groups to display the options within the groups 793

14 BankLink Practice Guide for Australia 3 Click to select the options you require Logic between the filter groups will be AND, logic within a filter group will be OR; in the example above the filter chosen is (New) AND (Practice Accounts). 4 Click Apply Filter BankLink Practice applies the filter you have chosen and displays the Maintain Bank Accounts in Admin System window If you select all the options in a group it has the same effect as selecting none, so BankLink Practice sets the filter back to none selected in that particular group. To reset the Maintain Bank Accounts in Admin System window Filter: Click Reset Filter BankLink Practice displays the Maintain Bank Accounts in Admin System window with no filter applied When you've applied or reset a filter the number of accounts listed is shown next to the Filter buttons at the top of the list of accounts. BankLink Practice does not save the filter when you exit, so the next time you open the Maintain Bank Accounts in Admin System window all bank accounts are displayed. 794

15 Chapter A9: The System menu Searching for data in the Bank Accounts window If you have a long list of bank accounts and want to find a bank account but can't remember the details, you can use the Search field. To search for a bank account: Enter part of the bank account number or bank account name in the Search field BankLink Practice displays all the bank accounts that match your search To search for a client file: Enter part of the client code or client name in the Search field BankLink Practice displays all the bank accounts that match your search You can enter up to 12 characters in the Search field - this field is NOT case sensitive. Search finds bank accounts only in those bank accounts displayed, so if you have filtered the Maintain Bank Accounts in Admin window, your search will include only bank accounts that match the Filter criteria and the Search characters entered. You will not find a client file if the bank accounts attached to the client file are attached to other client files. If a bank account is attached to multiple client files the Client Code shows as Multiple and the Client Name shows as blank. To display all bank accounts: Click Clear BankLink Practice displays all bank accounts, or all those that match any filter selected BankLink Practice does not save the search when you exit, so the next time you open the Maintain Bank Accounts in Admin System window all bank accounts are displayed. 795

16 BankLink Practice Guide for Australia Sorting bank accounts By default, BankLink Practice sorts the bank accounts displayed in the Maintain Bank Accounts in Admin System window by Status. To sort the bank accounts: 1 Click on the heading of the column you want to sort on BankLink Practice displays the bank accounts in ascending order 2 Click again if you want to sort the bank accounts in descending order BankLink Practice does not save the sort order when you exit, so the next time you open the Maintain Bank Accounts in Admin System window your bank accounts are displayed in Status order. 796

17 Chapter A9: The System menu Configuring columns in the Bank Accounts window You can change the order and the size of the columns in the Maintain Bank Accounts in Admin System window, or even hide those you don't want to see - your changes are preserved when you exit the Maintain Bank Accounts in Admin System window. To change the column order: Click on the column heading and drag it to a new position To change the column width: Change the column width by clicking to the right of the column and dragging it in or out To hide or show columns: Right click one of the column headings and click to remove the tick next to the column you want to hide or: Right click one of the column headings and click to insert a tick next to the column you want to display 797

18 BankLink Practice Guide for Australia To restore column defaults: Right click one of the column headers and select Restore default column layout or: Right click in the client area of the Maintain Bank Accounts in Admin System window and select Restore Default Column Layout from the shortcut menu 798

19 Chapter A9: The System menu Editing the name of a bank account You can edit the name of a bank account. If a bank account is attached to a client file, you need to edit the name of the bank account in the client file as well. Refer to Editing bank account details. To edit the name of a bank account: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to edit 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Click in the Account Name field and type the account name 5 Click OK 799

20 BankLink Practice Guide for Australia Adding a password to a bank account You can add passwords to bank accounts to prevent users from accessing the bank account and inadvertently attaching the wrong bank account to a client file. To add a password to a bank account: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to edit 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Click in the Password field and enter the password - passwords are alphanumeric 5 Click in the Confirm Password field and enter the same password - if the entry in both fields is not the same, BankLink Practice does not accept it 6 Click OK Bank account passwords are not case-sensitive. If a password is set on a bank account, you cannot edit the bank account or attach it to a client file without first entering the password in the Enter Password window. To remove a password from a bank account: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to edit 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Click in the Password field and remove the password 5 Click in the Confirm Password field and remove the password 6 Click OK 800

21 Chapter A9: The System menu Deleting a bank account from BankLink Practice If you no longer require transactions for a bank account you can a delete request from BankLink Practice. If you do not have access from BankLink Practice send an or fax to BankLink on your practice letterhead requesting deletion of the account. The or fax must include a bank account number and name, the BankLink Practice Code for your practice, and the date you want the account to be deleted. BankLink contacts the bank and requests that they stop sending us data for the bank account(s). Please specify if you require the deletion to be effective immediately. Allow 14 days from the date requested for the bank account to be deleted from The BankLink Service. A maintenance report is included in your next download documentation showing any bank accounts deleted the previous month. Once you ask us to delete an account, you receive no more data for that account. Marking the bank account as deleted prevents the bank account from displaying as unallocated. To mark a bank account as deleted from BankLink Practice: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account(s) you want to mark as deleted To select a range of bank accounts, click the first bank account then hold down the Shift key and click on the last bank account. To select multiple bank accounts, hold down the Ctrl key and click each required bank account. 3 Select Delete (Delete) from the Accounts menu BankLink Practice displays the Mark Accounts as Deleted window listing the bank accounts to be marked as deleted 4 Click OK BankLink Practice marks the bank account(s) as deleted To mark a bank account as deleted from BankLink Practice and send a delete request: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account(s) you want to mark as deleted To select a range of bank accounts, click the first bank account then hold down the Shift key and click on the last bank account. To select multiple bank accounts, hold down the Ctrl key and click each required bank account. 801

22 BankLink Practice Guide for Australia 3 Select Delete (Delete) from the Accounts menu BankLink Practice displays the Mark Accounts as Deleted window listing the bank accounts to be marked as deleted 4 Enable the Send delete request check box 5 If required, change the date in the Request deletion of the following accounts on field 6 Click OK BankLink Practice displays the Delete Request window with details of the bank account(s) to be deleted from the BankLink Service The To field is automatically populated with BankLink Client Services' address. The format of the will include your signature if you have added an signature to your practice details. 7 If required, add or change any details in the 8 Click Send BankLink Practice sends the and marks the bank account(s) as deleted To unmark a bank account as deleted: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to unmark as deleted 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Disable the Mark this account as deleted check box 5 Click OK 802

23 Chapter A9: The System menu Flagging a bank account as No Charge You can flag a bank account as No Charge so that it is excluded when you export charges to your practice management system - see Appendix 2 for more information about practice management system interfaces. This is useful for practice accounts, or any others that you've decided not to charge for. To flag a bank account as No Charge: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to flag 3 Disable the Charge checkbox on the Accounts menu BankLink Practice displays No in the Charge column or: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to edit 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Disable the Flag Account as No Charge checkbox 5 Click OK BankLink Practice displays No in the Charge column You can also flag the account during the export process - see Appendix 2 for information about exporting charges to your practice management system. To flag an account as No Charge during the Export Charges process: 1 In the Edit Charge Details window of the Export Charges wizard, right-click the account you want to flag 2 Select Flag Account as No Charge from the context menu BankLink Practice flags the account and removes it from the list if the Hide accounts with no charge this month checkbox is enabled If you have flagged the account in error, you can remove the flag. To remove the No Charge flag from an account: 1 Click System, Bank Accounts 803

24 BankLink Practice Guide for Australia BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to remove the flag from 3 Enable the Charge checkbox on the Accounts menu or: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account you want to edit 3 Select Edit from the Accounts menu BankLink Practice displays the Edit Bank Account window 4 Enable the Flag Account as No Charge checkbox 5 Click OK or: 1 In the Edit Charge Details window of the Export Charges wizard, disable the Hide accounts with no charge this month checkbox 2 Right-click the account you want to remove the flag from 3 Select Remove No Charge Flag from the context menu BankLink Practice removes the flag so that the account charges will be included in the export to your practice management system 804

25 Chapter A9: The System menu Sending a frequency change request from BankLink Practice If you can from BankLink Practice you can automatically send a frequency change request for downloading data to BankLink. BankLink contacts the bank and requests that they start sending us data for the new frequency for the bank account(s). You must check if this type of bank account can be supplied in other than monthly frequency before submitting a frequency change request form, as different financial institutions supply different frequencies of data. For more information on frequencies of data available from different financial institutions see the list of Financial Institutions supplying BankLink. A frequency change request can be sent for a system bank account that has Change Pending status. To send a frequency change request to BankLink: If there is no data frequency shown in the Frequency column of the Maintain Bank Accounts in Admin System window a request for a data frequency change cannot be sent. The Frequency column will not initially display in the Maintain Bank Accounts in Admin System window after you have upgraded from your previous version of BankLink Practice. The Frequency column will not display until after you have performed your first data download. 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account(s) you want to send a frequency change request for To select a range of bank accounts, click the first bank account then hold down the Shift key and click on the last bank account. To select multiple bank accounts, hold down the Ctrl key and click each required bank account. 805

26 BankLink Practice Guide for Australia 3 Select Send Frequency Change Request from the Accounts menu BankLink Practice displays the Send Frequency Change Request window listing the bank accounts to change frequency 4 Locate the bank account within the Send Frequency Change Request window, and select the data download frequency radio button that you wish to change your data frequency to. 5 Enable the Notify Practice when Daily Data is ready to download check box if you wish to be notified when daily data is available to download. The Do Not Notify Practice when Daily Data is ready to download and the Notify Practice when Daily Data is ready to download notification messages are only available for the daily data frequency. 6 Check that this type of bank account can be supplied by the financial institute by selecting the Please check the available frequency options per institution before sending through the request. link in the Maintain Bank Accounts in Admin System window 7 Click Cancel to abandon your request 806

27 Chapter A9: The System menu 8 Click OK BankLink Practice displays the Change Frequency Request window with details of the bank account(s) with changes to the frequency of the data sent to The BankLink Service: The To field is automatically populated with BankLink Client Services' address The format of the will include your signature if you have added an signature to your practice details 9 If required, add or change any details in the 10 Click Send BankLink Practice sends the to BankLink Client Services and marks the frequency as Change Pending status The Change Pending status will change to the new frequency once the new frequency data has been downloaded. In the Maintain Bank Accounts in Admin System window this is identified by an asterix before the original data frequency in the Frequency column, for example: *Monthly. 807

28 BankLink Practice Guide for Australia Sending a delete request from BankLink Practice If you can from BankLink Practice you can automatically send a delete request to BankLink. BankLink contacts the bank and requests that they stop sending us data for the bank account(s). Please specify if you require the deletion to be effective immediately. Allow 14 days from the date requested for the bank account to be deleted from The BankLink Service. A maintenance report is included in your next download documentation showing any bank accounts deleted the previous month. Once you ask us to delete an account, you receive no more data for that account. To send a delete request to BankLink: 1 Click System, Bank Accounts BankLink Practice displays the Maintain Bank Accounts in Admin System window 2 Click on the bank account(s) you want to send a delete request for To select a range of bank accounts, click the first bank account then hold down the Shift key and click on the last bank account. To select multiple bank accounts, hold down the Ctrl key and click each required bank account. 3 Select Send Delete Request from the Accounts menu BankLink Practice displays the Send Delete Request window listing the bank accounts to be deleted 4 Enable the Mark accounts as deleted check box if you want to mark the accounts as deleted 5 If required, change the date in the Request deletion of the following accounts on field 6 Click OK BankLink Practice displays the Delete Request window with details of the bank account(s) to be deleted from The BankLink Service The To field is automatically populated with BankLink Client Services' address. The format of the will include your signature if you have added an signature to your practice details. 7 If required, add or change any details in the 8 Click Send BankLink Practice sends the and marks the bank account(s) as deleted, if selected 808

29 Chapter A9: The System menu Printing a Bank Accounts Report You can produce a Bank Accounts Report, showing whatever is currently visible in the Maintain Bank Accounts in Admin System window. The filtering, sort order, column order and column visibility in the report will be as per the current settings in the Maintain Bank Accounts in Admin System window. The heading will show whatever filter is selected. To print a Bank Accounts Report: 1 In the Accounts menu, click Print BankLink Practice displays the System Accounts window 2 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel, or PDF format Print to send a report to your default printer Cancel if you no longer require a report 809

30 BankLink Practice Guide for Australia Maintain Clients If you have Administrator access you can carry out a variety of tasks through the Maintain Clients window. Client Maintenance Using the options available in the Client Maintenance menu you can carry out maintenance tasks on individual client files, or for selected tasks, for multiple clients simultaneously. These tasks are performed on individual files: Creating a new client Deleting a client and the following can be performed on individual files, as well as multiple selections Assigning client files to a staff member Setting up Report Schedules Changing the Code Entries Screen layout Assigning practice contact details Changing the financial year start date Archiving client files Reinstating client files You can control the creation of automatic tasks through the Task tracking option, and set up reminders to users when there are overdue tasks. These functions only affect the client files that belong to your BankLink Practice system - they do not affect files transferred from another practice that you have not yet synchronised. See Synchronising client files for further information. 810

31 Chapter A9: The System menu Changing the way the Maintain Clients window displays data The Maintain Clients window displays more information about each client than can normally be viewed on screen - you scroll to view the columns that are not displayed. There are several ways to alter the appearance of the Maintain Clients window. The changes you make remain in place until you restore the default settings. The default settings can be restored at any time. You can: Choose files to display in the Maintain Clients window Search for files in the Maintain Clients window Sort client files in the Maintain Clients window Configure columns in the Maintain Clients window 811

32 BankLink Practice Guide for Australia Choosing files to display in the Maintain Clients window The Maintain Clients window has two client file options - All Clients and My Clients The default is All Clients, but you can choose My Clients by clicking the drop down menu at the top of the window. Depending on the option chosen, the client files shown in the Maintain Clients window are as follows: Option All Clients My Clients Client Files Included Client files that are assigned to you, client files assigned to other users, and client files that are not assigned to any user Only the client files that are assigned to you 812

33 Chapter A9: The System menu Searching for files in the Maintain Clients window If you have a long list of client files and want to find a client but can't remember the client code or full name, you can use the Search field. To search for a client file: Enter part of the client's name or code in the Search field BankLink Practice displays all the files that match your search You can enter up to 12 characters in the Search field - this field is NOT case sensitive. To display all files: Click Clear BankLink Practice displays all files 813

34 BankLink Practice Guide for Australia Sorting client files in the Maintain Clients window By default, BankLink Practice sorts the files displayed in the Maintain Clients window by Code. To sort the client files: 1 Click on the heading of the column you want to sort on BankLink Practice displays the client files in ascending order 2 Click again if you want to sort the files in descending order BankLink Practice does not save the sort order when you exit, so the next time you open the Maintain Clients window your files are displayed in Code order. 814

35 Chapter A9: The System menu Configuring columns in the Maintain Clients window You can change the order and the size of the columns in the Maintain Clients window, or even hide those you don't want to see - your changes are preserved when you exit the Maintain Clients window. To change the column order: Click on the column heading and drag it to a new position To change the column width: Change the column width by clicking to the right of the column and dragging it in or out To hide or show columns: Right click one of the column headings and click to remove the tick next to the column you want to hide or: Right click one of the column headings and click to insert a tick next to the column you want to display To restore column defaults: Right click one of the column headers and select Restore default column layout 815

36 BankLink Practice Guide for Australia Creating a new client To create a new client: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Click New BankLink Practice displays the Setup New Client Wizard 3 Follow the instructions in the Wizard to complete the set up See Chapter A5: Creating client files and attaching bank accounts for further information. 816

37 Chapter A9: The System menu Reset client file status If you experience a computer failure while a client file is open in BankLink Practice, when you restart BankLink Practice you may be unable to open the client file. The client file that you were working on is flagged as open, and no one else is able to access it. To reset the status of a client or clients: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select required client file(s) 3 Select Reset Client File Status from the Client Maintenance menu 4 Click Yes (Y) to confirm that you want to reset the check out status for this client file BankLink Practice displays the Reset Client File Status window 5 Click Yes to confirm BankLink Practice displays an Information window showing that the file status has been reset and you can open the client file(s) as normal 6 Click OK You can also use the Reset feature to remove the checked out/off-site status from a file - this could be a file that you have checked out to a client which has become lost, or you realise needs additional processing before you send it out. This use of Reset does not require a password. 817

38 BankLink Practice Guide for Australia Deleting a client When you delete a client from your BankLink Practice system, everything about the client is deleted, including coded transactions, unpresented items, payee list, budgets and any client memorisations. Therefore, you need to be sure you want to delete the client before using this option. A copy of the uncoded transactions in the bank accounts attached to this client file remains in BankLink Practice. To delete a client: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select a single client file 3 Select Delete a client file from the Management menu BankLink Practice displays the Delete Client window 818

39 Chapter A9: The System menu 4 Click Yes BankLink Practice displays the Enter Password window asking you to enter the word DELETE or: the Client File password 5 If the file has a password assigned, enter the password, otherwise enter DELETE 6 Click OK BankLink Practice deletes the selected client The file can now only be recovered from a system backup. 819

40 BankLink Practice Guide for Australia Assigning client files to users This function assigns a client file to a BankLink Practice user. Unlike the User Profile function which allows a user to access a client file, this function affects: Scheduled Reports by Staff Member System Reports View my files in the Clients page To assign client files to a staff member: 1 In the Clients page, select the required client file(s) If you have System menu access you can also assign client files to staff members via System, Maintain Clients. To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 2 Select Assign User from the Client Files menu BankLink Practice displays the Select User window 3 Select a User from the list 4 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied - this window may also state that some files could not be opened; contact BankLink support if you cannot see why the new settings were not applied 5 Click OK BankLink Practice assigns the client(s) to the selected User 820

41 Chapter A9: The System menu Assigning client files to groups This function assigns a client file to a Group. You can sort and filter the Clients page using the Groups you've assigned the files to. To assign client files to a group: 1 In the Clients page, select the required client file(s) If you have System menu access you can also assign client files to groups via System, Maintain Clients. To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 2 Select Assign Group from the Client File menu BankLink Practice displays the Select Group window 3 Click to select a Group from the list 4 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied - this window may also state that some files could not be opened; contact BankLink support if you cannot see why the new settings were not applied 5 Click OK BankLink Practice assigns the client(s) to the selected Group See Groups in Chapter A9: The System Menu for information about setting up and maintaining Groups. 821

42 BankLink Practice Guide for Australia Assigning client files to client types This function assigns a client file to a Client Type. You can use the Client Types you assign the files to when sorting and filtering the Clients page. To assign client files to a group: 1 In the Clients page, select the required client file(s) If you have System menu access you can also assign client files to groups via System, Maintain Clients. To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 2 Select Assign Client Type from the Client File menu BankLink Practice displays the Select Client Type window 3 Click to select a Client Type from the list BankLink Practice provides the following default Client Types: Annual Books Books Secure CodeIT Coding Report GST GST/Coding Report Notes Superfund If you have System menu access you can also add your own Client Types - see Client Types in Chapter A9: The System Menu 4 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied - this window may also state that some files could not be opened; contact BankLink support if you cannot see why the new settings were not applied 5 Click OK BankLink Practice assigns the client(s) to the selected Client Type 822

43 Chapter A9: The System menu Setting up report schedules To set up Report Schedules: 1 In the Clients page select the required client file(s) If you have System menu access you can also set up report schedules via System, Maintain Clients. To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 2 Select Set up a Report Schedule from the Client files menu BankLink Practice displays the Report Schedule window 3 Edit the options as required - for more information see Chapter A5 4 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied 5 Click OK BankLink Practice has set up Report Schedules for all the selected clients BankLink Practice applies all the options to all the select clients - if you just change the frequency for example, the other settings as defaulted into the Report Schedule window become the setting for all the selected files, overwriting any previous changes made for specific files. 823

44 BankLink Practice Guide for Australia Changing the Code Entries Screen layout This option changes the Code Entries Screen layout for all bank accounts attached to the selected clients. To change the Code Entries Screen layout: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select the required client file(s) To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 3 Select Apply Code Entries Screen Layout from the Global set up menu BankLink Practice displays the Code Entries Screen Layout window 4 Select to Restore Default Layout or Load a Template If you choose Load a Template, BankLink Practice displays the Open window If you choose Restore Default Layout, the default layout will be restored for all bank accounts in attached to the clients you select. 5 Select the required template and click Open - for more information see Chapter 3 6 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied 7 Click OK BankLink Practice changes the Code Entries Screen layout for all bank accounts attached to the selected client files. 824

45 Chapter A9: The System menu Assigning practice contact details This option assigns the same practice contact details to the selected client files. The contact details appear in all BankLink Books client files and in BankLink Notes. The details are: Phone number address Web-site address You select which set of details you want the client to see: Practice Details - to edit these, select System, Practice Details Staff Member Details - to edit these, select System, Users Custom Details To assign the contact details: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select multiple client files To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 3 Select Assign Practice Contact from the Global set up menu BankLink Practice displays the Choose Contact Details window 825

46 BankLink Practice Guide for Australia 4 Select from: Practice Details - to make your practice details the contact details Staff Member Contact Details - to make the details for the staff member assigned to the client(s) the contact details Custom Contact Details - to create custom contact details 5 If you select Custom Contact Details, BankLink Practice displays additional fields to enter: Contact Phone 6 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied 7 Click OK 826

47 Chapter A9: The System menu Changing the financial year start date This option changes the financial year start date for all the selected client files. It is important to up-date the financial year start date if you are using BankLink Practice reports or journals To change the financial year start date: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select required client file(s) To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 3 Select Change Financial Year from the Global set up menu BankLink Practice displays the Change Financial Year Start Date window 4 Select a Month and Year from which the financial year is to start 5 Click OK BankLink Practice displays an Information window confirming that the new settings have been applied 6 Click OK BankLink Practice has changed the financial year start date for the selected client(s). If you are using End of Year Balances then you still need to do a rollover for these clients. See Chapter

48 BankLink Practice Guide for Australia Importing contact details In BankLink Practice, you can import a.csv file to update existing client details. This means that you can maintain clients in your main accounting system, export the details to a.csv file and then import them into BankLink Practice. BankLink Practice expects the file to have twelve columns with the data in the following order. Column Number BankLink Practice Field Mandatory or Optional Description 1 Client Code Mandatory The BankLink Practice client code 2 Client Name Mandatory Client's name 3 Address 1 Optional First line of the address 4 Address 2 Optional Second line of the address 5 Address 3 Optional Third line of the address 6 Salutation Optional Title of the contact 7 Contact Name Optional Name of the contact 8 Phone Optional Phone number 9 Fax Optional Fax Number 10 Mobile Optional Mobile Number 11 Address 12 User Assigned To Optional Optional address Practice partner or staff member responsible for the file - can be either the user code or user name held in BankLink Practice The Client Code in the.csv file must match the BankLink Practice client code. Client Code and Client Name are mandatory, the rest of the fields can be blank though if they are, any data in those fields in BankLink Practice will be updated to be blank. 828

49 Chapter A9: The System menu To import contact details from a.csv file: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select Import Client Details from the Client Maintenance menu BankLink Practice displays the Import Contact Details window 3 Type in the name of your.csv file or use the Browse button to select it 4 Click OK BankLink Practice displays the Verify Results window 5 Click Yes to continue BankLink Practice confirms the number of clients updated successfully 6 Click OK to return to the Maintain Clients window where you can view the changes 829

50 BankLink Practice Guide for Australia Archiving client files This function allows you to assign an Archived status to client files. Archived files are displayed in a separate list at the bottom of the Clients page. To archive client files: 1 Click System, Maintain Clients BankLink Practice displays the Maintain Clients window 2 Select the required client file(s) To select a range of clients, click the first client then hold down the Shift key and click on the last client. To select multiple clients, hold down the Ctrl key and click each required client. 3 Select Archive from the Client Maintenance menu BankLink Practice displays an Information window confirming that the new settings have been applied - this window may also state that some files could not be opened; contact BankLink Support if you cannot see why the new settings were not applied 4 Click OK BankLink Practice displays the Maintain Clients window with the files you have archived listed in the Archived section You can also archive from within the client file. To archive a single client file: 1 Open the client file you want to archive 2 Click Other Functions, Client Details and select the Administration tab 3 Enable the Archive this client checkbox 4 Click OK BankLink Practice updates the file status - when you close the file BankLink Practice displays it in the Archived list on the Clients page If you have archived a file incorrectly you can disable the Archive this client checkbox and reinstate the file, removing it from the Archived list and restoring it to the Files list. 830