18.1 Introduction

18.1.1 Overview

  • 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.
  • Integrated with Forbes final accounts, tax, payroll, tempus and CIS
  • 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

    The modules pane down the left hand side lists the modules

  • Customers
  • Suppliers
  • Invoices
  • Products
  • Bank
  • Transactions
  • VAT
  • Ledgers
  • Reports
  • Settings
  • 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 or invoices
  • 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

    Click on the Customers module.

    18.2.1 New Customer

    Creates a new customer.

    18.2.2 View or Edit

    Click on the customer code to view or edit the customer record

    18.2.3 Customers Ledger

    View all customer transactions

    18.2.4 Create Transactions

  • SI – sales invoice – when you sell a product or service to a customer.
  • SR – sales receipt – when you receive a payment for an SI.
  • SC – sales credit note

  • 18.3 Suppliers

    Click on the Suppliers module.

    18.3.1 New Supplier

    Create a new supplier.

    18.3.2 View or Edit

    Click on the supplier code to view or edit the supplier record

    18.3.3 Suppliers Ledger

    View all supplier transactions

    18.3.4 Create Transactions

  • PI – purchase invoice – when you buy a product or service from a supplier.
  • PP – purchase payment – when you make a payment for an SI.
  • PC – purchase credit note.

  • 18.4 Products

    Click on the Products module. Product codes and prices are used for generating invoices for products and services.

    18.4.1 New Product

    Create a new product.

    18.4.2 View or Edit

    Click on the product code to view or edit the product record

    18.4.3 Product Categories

    Products can be grouped into categories. Set up the categories here.

    18.4.4 Stock transactions


    18.5 Invoices

    Click on the Invoices module.

    18.5.1 New Invoice

    Create a new invoice.

    18.5.2 View or Edit

    Click on the invoice number to view or edit the invoice record

  • Use Add line to add lines or click on a line to edit it.
  • Save the invoice
  • Post invoice to create the transactions
  • Print and Email invoices using buttons at the top

  • 18.6 Bank

    Click on the Banks module.

    18.6.1 New Bank

    Create a new bank account

    18.6.2 View or Edit

    Click on the bank code to view or edit the bank details.

    18.6.3 Bank ledger

    To view bank transactions

  • Reconcile
  • View Reconciliations
  • Statements
  • Bank Feed
  • BP – other bank payments
  • BR – other bank receipts
  • TRF – transfers from one bank account to another

  • 18.7 Transactions

    Click on the Transactions module.

  • Filter
  • BP – other bank payments
  • BR – other bank receipts
  • TRF – transfers from one bank account to another
  • SI – sales invoice – when you sell a product or service to a customer.
  • SR – sales receipt – when you receive a payment for an SI.
  • SC – sales credit note
  • PI – purchase invoice – when you buy a product or service from a supplier.
  • PP – purchase payment – when you make a payment for an SI.
  • PC – purchase credit note.
  • Other

  • 18.8 VAT

    Click on the VAT module.

    In settings/VAT you can set the vat periods so the dates come up automatically.

    Fill in the from and to dates and press Show Transactions.
    This will list all the VAT transactions that have not been submitted on a return. Check these and if you are happy
    Fill in a Reference, Description and any notes. Leave desc blank and it will be generated.

    Pressing Post will post this VAT return.

    You can use the MTD button to submit this or any other previously generated VAT return


    18.9 Ledgers

    Click on the Ledgers module.



    18.10 Reports

    Click on the Reports module.

  • Trial Balance
  • Balance Sheet
  • Profit and Loss
  • Contras Report
  • Account Report

  • 18.11 Settings

    Click on the Settings module.

    18.11.1 Company settings

    18.11.2 VAT Settings

    18.11.3 Other Settings

    18.11.4 Tax codes

    18.11.5 Currencies

    18.11.6 Departments

    18.11.7 Control accounts

    18.11.8 Transaction Types

    18.11.9 Colour Scheme


    18.12 Importing

    Choose File / Import.


    18.13 Online Cloud Access

    18.13.1 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.

    18.13.2 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.

    18.13.3 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.

    18.13.4 Client Online Access

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

    18.13.5 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.

    18.13.6 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.

    18.14 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.