Absolute Accounting Software Help guide Accounts

Transcription

1 Absolute Accounting Software Help guide Accounts Where to begin Types of accounts Client standing data Financial (Transaction) data Disclosure & Formatting Reporting Transferring data to SA100, SA800 or CT600 Adjusted profits Capital Allowances FAQs

2 Where to begin Update your software Firstly, please ensure that you are running the latest updates for Absolute accounts by closing all Absolute programs and going to the Absolute startup screen (from the Absolute icon on the desktop). Maximise this screen and navigate to the lower right hand corner where you will see Tools and then underneath, select Internet Update. Please highlight Accounts (5 th line down on the right hand side) and then select the [Install] button on the right hand side. This will download the latest updates and then prompt you to install them. Please confirm your acceptance of the licence agreement before selecting [Next] and [Install]. Once the installation has completed, please select [Close] and repeat for the Supporting Libraries update. Once completed, please exit the updates and return to ClientBase. Always open accounts through ClientBase We strongly recommend that you always open ClientBase first, then select the program that you wish to use (eg Accounts) from the icon ribbon at the top of the screen. If you haven t already done so, please go to ClientBase and Tools \ User setup \ Advanced. Please ensure the following options are ticked: Confirm changes before saving Use client code Directors as separate clients Partners as separate clients Must use ClientBase Prompt before saving Prevent duplicate client codes Accounts production software Absolute accounts is final accounts production software and is not designed for bookkeeping. We recommend that you use Kashflow for your bookkeeping requirements and further advice on this can be obtained at or by telephoning Before you start using accounts, please ensure that you have completed the client standing data in ClientBase. All relevant fields should be completed (and amended) in ClientBase and will be transferred to Accounts when you click on the Accounts icon from the ribbon in ClientBase.

3 Once that is done it is advised that users work through the accounts in the following order: Client standing data Financial (transactional) data Produce a set of accounts Amend / update the Disclosure Formatting settings Print your final accounts Key settings before you begin In Accounts, please go to Tool \ User setup \ Advanced and ensure that there is a tick next to the option Show drill down links. Also go to Client Data \ Edit Common Data \ Roundings and select the balance sheet rounding as If it set to a fixed asset code then this can cause problems. Return to index page

4 Types of accounts Absolute supports the production of accounts for: Limited Companies full accounts (FRSSE) Limited Companies abbreviated accounts (FRSSE) Limited Companies dormant accounts Partnerships Sole traders Rental Accounts Other accounts formats which are being developed and we hope to be able to make available shortly, include: Charities Trusts LLPs Return to index page

5 Client Standing Data Standing data is accessed through the Client Data tab or by selecting Client Data from the Navigation tree (on the left hand side of the screen). Standing data is split between: Common Data Format specific data (eg Partnerships or Limited Companies) Common Data After you have selected this button, it is advisable to maximise the screen so that you can see more of the available options. The data is separated in to tabs and you should work through them completing the fields as required. Common Period Format Format Detail Tax Business Roundings Depreciation Rate Depreciation Method (i) Common This transfers the basic contact details for ClientBase in to Accounts. It is advisable to check this information and update any fields that are incomplete. It is essential that the type field is completed as this determines the format of accounts that will be produced. (ii) Period If you receive error messages about dates and / or periods not matching then you should check the data held under this tab. From here you can extend (or shorten) an accounting period. (iii) Format This relates to specific presentation issues and should be left as the default settings until you have produced a set of accounts and wish to change some of the formatting options. (iv) Format details Most of these options should be left at default settings but you should ensure that a date is completed for the letter of engagement (as this appears in the accountants report) [Format dd/mm/yy] and a date is completed for the accountants report (non limited companies only).

6 Other selections relate to the inclusion of (if required) a cashflow statement and / or auditors report. (v) Tax This option only relates to soletraders and is used where the client does not want to disclose their balance sheet on the self employment pages of the SA100. (vi) Business This tab picks up standing data held in ClientBase (vii) Roundings Pence roundings when the accounts are produced to the nearest pound can be selected to go in to specific nominal ledger codes. By default this is set at 4000 (sales) for profit and loss roundings and 1400 (bank account) for balance sheet roundings. This only applies to the presentation of the accounts and does not affect nominal ledger balances. (viii) Depreciation Depreciation categories are fixed but from these two tabs you can set the rate and method (straight line or reducing balance). There is also a tick option (on by default) for the software to calculate (and post) the depreciation journals for you automatically based on your postings in to the fixed asset balance sheet nominal ledger codes. Return to index page

7 Financial (transaction) data There are essentially two methods of entering financial data in to Absolute: Posting schedules Import from a spreadsheet Posting schedules These can be added by clicking on the [Add data sources] button. The schedules can be one sided (eg Cash payments) where only a debit entry is shown and the credit is automatically posted to the main cash account (1420) or double entry (eg journals) where both debits and credit can be entered. There are also reversing schedules (accruals and prepayments) which will reverse when they are rolled forward to the next period. Further options By pressing the [Properties] button from within the posting schedule, you can: Rename the schedule (eg Client s cashbook or Accountants journals) Tick (or untick) for Automatic reversing (when rolled forward to the next period) Select whether only the debit (or credit) column is shown on the posting schedule (or both). Import from a spreadsheet In Accounts please go to Help \ Excel Sample for an explanation (and sample data) for importing. Importing from a spreadsheet is always done by setting up your spreadsheet with 3 columns: (i) Nominal ledger code (ii) Narrative (iii) Debit (shown as a +ve) or Credit (shown as a ve) It is advisable to use the Absolute nominal ledger codes but it will also work with Sage and other accounting software providers (although the mappings may not be complete). Deleting posting schedules

8 This can be done by selecting (from the drop down menu) Edit \ Delete Data Source and navigating to the posting (or type of posting) that you wish to delete. Return to index page

9 Disclosures and formatting Before you amend the settings here, we advise that you generate a set of accounts (click on the Final Accounts Tab). This will produce the accounts in html format and show them within the window, on screen. If you want to see what this will look like when printed either select File \ Print Preview or File \ Print and print to a pdf printer driver. Once you have reviewed the accounts you may wish to: Change some presentation issues (font, line spacing, date formatting etc) Amend disclosures in the auditors report Amend disclosures in the directors report Change an existing note Add a note Change some presentation issues (font, line spacing, date formatting etc) These settings can be accessed through: Disclosure Formatting Tab \ General Setup \ Format Client Data tab \ Edit common data \ Format Client Data tab \ Edit common data \ Format Detail Amend disclosures in the auditors report Please select an auditors report ( Client Data tab \ Edit common data \ Format Detail and tick Has Auditors Report) Then check the ticked options in Disclosure Formatting Tab \ Paragraphs and sections to include \ Sections. Amend disclosures in the directors report Check the ticked options in Disclosure Formatting Tab \ Paragraphs and sections to include \ Sections. Change an existing note Please select Disclosure Formatting Tab \ Format Editing \ Formats and then select the relevant set of accounts that you wish to edit and click [OK]. Maximise this screen. It is split in to 4 columns:

10 1. Path (Details of which section in the accounts you wish to edit) 2. Id (ignore) 3. Page break before (force a page break before this part of the accounts by selecting a green tick in this column next to the relevant section) 4. Exclude (remove this section from the accounts by selecting a green tick in this column next to the relevant section) Moving down the path column, please select the section of the accounts that you wish to edit and click on the button (three dots) towards the right on the relevant cell. You will then be asked if you wish to edit the subformat? Select [YES] Maximise this screen. This is the relevant section of the accounts in html format. Here you can add / remove / edit text as you require. When you have completed this, select [OK]. This will take you back to the main screen for editing subformats. Please either select another subformat to edit or press *OK+ to return to the Disclosure Formatting tab. Add a note There are note headings are already set up for: Current asset investments Related party transactions Transactions with directors Controlling party These can be edited through Disclosure Formatting Tab \ Edit Notes. New note headings can be created through Disclosure Formatting Tab \ Create new note type. Return to index page

11 Reporting Reporting covers: Trial balance and Nominal ledger Accounts Trial balance and Nominal ledger A trial balance (current year only) can be accessed through the Trial Balance tab. Nominal ledger (and other) reports can be accessed through the reports drop down menu (at the top of the screen). Accounts When you select the Final Accounts tab you will see a pop up box with options for reports depending on the type of entity you are producing the accounts for. (i) Limited Company - Full Accounts (CA2006 FRSSE 2008) - Abbreviated Accounts (CA2006 Abbreviated accounts in XBRL format for filing with Companies House) - Other formats and options (including dormant accounts) (ii) Partnership - Full Accounts (Sole trader accounts P&L and Balance Sheet) - Other formats and options (Select Small Sole Trader Accounts for I&E no balance sheet) (iii) Sole trader - Full Accounts (Full partnership accounts) - Other formats and options (there are no additional options at present) All accounts are produced in html format in the Final Accounts Tab. These can either be previewed by selecting File \ Print Preview or File \ Print and print to a pdf printer driver.

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13 Transferring data to SA100, SA800 or CT600 Adjusted profits The adjusted profits (add backs) are set up through the nominal ledger. Please go to the Navigation Tree on the left hand side of the screen and select Setup \ Codelist. This brings up the nominal code structure and listing. For each nominal code (not individual postings) you can select to add back either a % of the code balance or an absolute figure ( ). This is done by typing the code in to the box towards the top right hand side and selecting the relevant code then pressing [Edit]. You can then complete either of the two boxes marked disallowable. Please note that you can generate an adjusted profits report for Corporation Tax by selecting the computation Tab (in CT600) but an equivalent report is not possible for either sole traders or partnerships. Capital Allowances Please see the separate Capital Allowances Help Guide. Transferring data Whether you are working on accounts for a soletrader, partnership or limited company, the basic process is the same. Complete the adjusted profits and capital allowances (as required) then press the Tax icon from the ribbon at the top of the screen. This transfers the accounts data, adjusted profits and capital allowances in to the relevant SA100, SA800 or CT600, populating the form. You should always check the figures as presented to ensure that you are happy with the details. Further information can be found in the Help Guides for SA100, SA800 and CT600. Return to index page

14 Frequently asked questions (FAQs) (i) How do I insert the date of the letter of engagement in the accountants report? Go to Client Data \ Edit Common Data \ Format detail and the Date of engagement field. Please complete in format dd/mm/yy. (ii) How do I show the dates in the accounts as 30 June 2010 instead of 30/06/2010. Go to Tools \ User setup \ Format \ Date Format and choose from the drop down options. (iii) How do I change the cover page of the accounts to show Unaudited Financial Statements? Go to Client Data \ Edit Common Data \ Format \ Report title and enter Unaudited Financial Statements (iv) How do I file abbreviated accounts with Companies House? Go to the Final Accounts tab and select Abbreviated Accounts. Then from the drop down menu (top of the screen) select efile \ Transmit XBRL. Enter your Companies House credentials (see for more details). Then click [OK]. You will be taken to a page showing an acceptance or rejection message. You should keep copies of these messages as they will not be retained within the software. (v) How to I get the word draft to appear on my set of accounts? Go to Client Data \ Edit Common Data \ Format and put a tick in draft. (vi) How do I show that my accounts are not for a full 12 months? Go to Client Data \ Edit Common Data \ Period \ Edit \ and type the number of days on the box labelled period. (vii) How can I change the fonts on the accounts i.e. all the account types and also keep current year bold and comparatives normal? 'Disclosure-formating' tab \ General Setup \ General \ Report Font and 'Disclosure-formating' tab \ General Setup \ General \ Format \ Comparatives set to fontstyle: normal; Return to index page

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