18.1 Introduction

18.1.1 Overview

Forbes Bookeeping is a bookkeeping system primarily aimed at accountants.

  • 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.
  • Tightly integrated with Forbes final accounts and tax
  • 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

  • Customers
  • Suppliers
  • Nominal
  • Bank
  • Products
  • Invoicing
  • Transactions
  • You can decide to produce the detailed invoice within the system or simply post the invoice totals

    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
  • 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

  • 18.2 Customers

    18.2.1 New

    Create a new customer.

    18.2.2 Edit

    18.3 Suppliers

    18.3.1 New

    Create a new supplier.

    18.3.2 Edit

    18.4 eBanking

    You can interact with you bank electroincally to download statements to automate bank reconciliation

    You can use eBanking to pay your suppliers

    18.5 Bank

    18.5.1 New

    18.5.2 Edit

    18.5.3 Reconcile

    18.5.4 BR Bank receipt

    18.5.5 BP Bank payment

    18.6 Products

    18.7 Invoicing

    18.8 Transactions

    18.9 Settings

    18.9.1 Company settings

    18.9.2 Change program date

    18.9.3 Tax codes

    18.9.4 Currency

    18.9.5 Departments

    18.9.6 Product categories

    18.9.7 Control accounts

    18.10 Importing

    Choose File / Import.

    18.11 Online Cloud Access

    18.11.1 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.

    18.11.2 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.

    18.11.3 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.

    18.11.4 Client Online Access

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

    18.11.5 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.

    18.11.6 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.

    18.12 Transferring to final accounts

    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.