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 and stores its data in open SQL databases.
  • Deployed both as traditional desktop and cloud implementations, with client access suitable from mobile phones.
  • Tightly integrated with Forbes final accounts and tax
  • 18.1.2 The modules

  • Customers
  • Suppliers
  • Nominal
  • Bank
  • Products
  • Invoicing
  • Financials
  • Income and Expenses
  • You can select a module using the modules menu or the module bar

    18.2 Online Cloud Access

    18.2.1 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.

    18.2.2 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.

    18.2.3 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.

    18.2.4 Client Online Access

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

    18.2.5 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.

    18.2.6 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.

    18.3 Income and Expenses

    This module is for accessing the income and expenses transactions entered by the client using the cloud based portal.

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

    To create transactions and update the trial balance from the income and expenses data press the update icon.

    To transfer the balances to final accounts, see the section “transferrring to final accounts” below.

    The online bookkeeping comes with a preset simple list of expense categories that correspond to the HMRC list of expense categories found on the self assessment tax return that are likely to be the categories required for “Making Tax Digital”.
    This list can be modified using the categories icon in the income and expenses module.

    18.4 Customers

    18.4.1 New

    Create a new customer.

    18.4.2 Edit

    18.4.3 Activity

    18.4.4 Aged

    18.4.5 Invoice

    Use this for bulk entry of sales invoice totals. If you want to generate the actual invoices use the invoicing module.

    18.4.6 Credit

    18.4.7 Charges

    18.4.8 Labels

    18.4.9 Letters

    18.4.10 Reports

    18.4.11 Statement

    18.5 Suppliers

    18.5.1 New

    Create a new supplier.

    18.5.2 Edit

    18.5.3 Activity

    18.5.4 Aged

    18.5.5 Invoice

    Use this for bulk entry of purchase invoice totals. If you want to generate the actual invoices use the invoicing module.

    18.5.6 Credit

    18.5.7 Charges

    18.5.8 Labels

    18.5.9 Letters

    18.5.10 Reports

    18.5.11 Statement

    18.6 Nominal

    18.6.1 New

    Create a new customer.

    18.6.2 Edit

    18.6.3 Activity

    18.6.4 Journals

    18.6.5 Chart

    18.6.6 Reports

    18.7 Bank

    18.7.1 New

    18.7.2 Edit

    18.7.3 Reconcile

    18.7.4 Bank receipt

    18.7.5 Bank payment

    18.7.6 Pay supplier

    18.7.7 Sales receipt

    18.7.8 Transfer

    18.7.9 Recurring

    18.7.10 Statement

    18.7.11 Reports

    18.8 Products

    18.9 Invoicing

    18.10 Financials

    18.11 Reports

    18.12 Settings

    18.12.1 Company settings

    18.12.2 Change program date

    18.12.3 Tax codes

    18.12.4 Currency

    18.12.5 Departments

    18.12.6 Product categories

    18.12.7 Control accounts

    18.13 Importing

    Choose File / Import.

    18.14 Getting started

    18.15 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.