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User Guide

1. When you first create a set of accounts the system is in Take on mode You capture this year balances and last year comparatives independently of each other that is to say last year comparatives do not have any effect on this year balances you must post the cumulative trial balance for both years Balances may be captured using journals or the Adjustment screen Once you run year end on a set of accounts the system moves out of take on mode and you lose the ability to post journals in last year however it is possible to re state the comparative figures using the adjustments screen Of course you may start your accounts in the previous period take on the comparatives as the current period and then run year end if you want the balance sheet closing balances to be brought forward Review the Trial Balance amp Drill Down You can review balances in the trial balance and optionally drill down into the balance to reveal journal entries and adjustments Click Trial Balance on the navigation tree the following screen is presented G Trial Balance Pr no Fitter zno Fitter z Search a Reset Balance Sheet 1041 2009 Group Level 1 Group Level 2 Gre 3 Nominal Sub Debit Turnover Turnover o 0 00 Foreign Sales Opening Stock Opening Stock Raw materials Opening VIP Opening Stock Finished Goods Opening Stock Other resale Purchases Purchases Closing Stock Closing Stock Raw materials Closing WP Closing Stock
2. Finished Goods Closing Stock Other resale Staff Costs Direct Wages amp Salaries PAYE amp NI Contributions Pension contributions Depreciation Charges Depreciation Charge Freehold Properties Depreciation Charge Leasehold Propertie Depreciation Charge Plant amp Machinery Depreciation Charge Motor Vehicles Depreciation Charge Fixtures amp Fittings Depreciation Charge Computer Equipment Profit Loss on Sale of Profit Loss on Sale Tangible FA Impairment Losses Impairment Losses Tangible FA Other Direct Costs Sub Contractors Motor Vehicles Hire Plant Hire Rent 100 000 00 0 00 0 00 0 00 o o olojolojolojlolojojololololololololojojlojlojojo e You can search and filter account codes you can add sub codes and rename codes in this screen e Profit and loss and balance sheet accounts are split between the Profit and Loss and Balance Sheet tabs e To drill down into a balance double click on a balance the following screen is presented A 0845 456 3103 ah support keytime co uk 33 amp Details Journal Code Account Code Sub Description Debit 00002 1000 0 Domestic Sales Turnover 0 00 200 000 00 Y E Suppress Zero Amounts e Journal entries to this account are displayed in the Journals tab Adjustments to the account balance are displayed in the Adjustments tab and the total is displayed in the Tot
3. Purchases Closing Stock Closing Stock Raw materials Closing IP Closing Stock Finished Goods Closing Stock Other resale Staff Costs Direct Wages amp Salaries PAYE amp NI Contributions Pension contributions Depreciation Charges Depreciation Charge Freehold Properties Depreciation Charge Leasehold Properties Depreciation Charge Plant amp Machinery Depreciation Charge Motor Vehicles Depreciation Charge Fixtures amp Fittings Depreciation Charge Computer Equipment ProfitLoss on Sale of Fixed Assets Profit Loss on Sale Tangible FA Impairment Losses Impairment Losses Tangible FA Other Direct Costs Sub Contractors Motor Vehicles Hire Plant Hire Rent Other Direct Costs Operating Leases Operating Lease Charges Plant amp Equipmer Operating Lease Charges Others o o o jolojlojojolololoflololojlolololololololojlofjlojojojojo 0845 456 3103 ah F support keytime co uk 15 Searching and Filtering Accounts You can filter accounts by group you can search for accounts by code or by any string of text in the description You can filter accounts at group level one and or group level 2 for example apply a filter at group level one Administrative Expenses apply a filter at group level 2 Staff Costs you will be presented with all accounts in that group You can fil
4. To amend the rounding account click the Options menu select Configure click Rounding Account select the account to be used as the rounding account Importing Trial Balance Data into Accounts Production Trial balance data can be imported from various sources you can then make changes to the imported balances before producing a set of accounts You direct imported balances to the correct account codes by mapping your external account codes to the account codes within Accounts Production All imported data is imported as a journal which is automatically updated into the current year The journal can be un posted and amended and re posted as required see journals section for further details There is no limit on the number of times data can be imported and you can import either movement from your accounts or a cumulative trial balance Important Note It is important to note that data will be imported into Accounts Production in the current year If you wish to import previous year s data start the set of accounts in the earliest year For example if the current year is 01 01 2011 31 12 2011 and you wish to import last year s data then start the accounts in 01 01 2010 31 12 2010 and import data first of all for that year To import data for the next year you must run year end Q 0845 456 3103 support keytime co uk 22 please go to Year End chapter to roll the year forward so that 01 01 2011 31 12 2011 becomes the c
5. company registration number and where the company is registered from the drop down list e Enter the start and end date of the financial period e Set the company dormant company trading options e If the company is limited by guarantee change the option to Guarantee in the Company limited by drop down e Click the Page Selection tab and select the pages required in the accounts e Click Save if you haven t already linked this record to a client record in Client Manager you will be prompted to create the client in Client Manager at this point click Yes to create a client record in Client Manager if you click No you can import the client into Client Manager at a later date e Additional tabs will appear in this screen If you are working with a limited company these will be Contacts Directors Accountant or Auditor Accounts Accounting Policy Notes e If you are working with a sole trader the tabs will be Contacts Accountant if you have opted for an Accountants Report Client Approval Certificate Accounts e If you are working with a partnership the tabs will be Contacts Accountants if you have opted for an Accountants Report Client Approval Certificate Accounts Partners 0845 456 3103 dD support keytime co uk Maintaining a Set of Accounts Once you have created a set of accounts and clicked Save additional tabs are presented as below a Accounts Production Management client PageSel
6. you can import when it is in an unposted state a 0845 456 3103 lt gt _ssupport keytime co uk 30 Reversing a Journal Once you have started to capture journals the details remain in batches in the system If you haven t posted a journal you can open it and amend it or add to it once it has been updated the journal may be reversed To reverse a journal e Locate the journal in the Journal Management screen this is the first screen you see when you click Journal Entries on the navigation tree e Open the journal by either double clicking it or click the View button e Click Un post in the journal screen Un post will reverse the journal entries and allow you to amend and re post To delete a journal click the journal in the Journal Management screen and click delete This will reverse the entries and remove the journal completely Printing Journals To print an individual journal click Journal Entries on the navigation tree locate the journal and click View Click Print The report will first be presented on screen click the print button to print the report To print a journal listing click Journal Entries on the navigation tree click the Print button click Journal report You can filter the Journal Management screen by year click the drop down on the filter by year field and select the year The journal listing will then print journals for the year selected Individual account detail can also be viewed and printed in th
7. Freehold Land Cost Fixed Assets CHP Interest Expenses O Postage Expenses z Keytime Account Codes Level No Fiter IGF Favie Level2 No Fiter TB l Favourite 1000 Domestic Sales Domestic Sales a 1010 Goods for own consumption Goods for own consumption 1200 0pening Stock Raw materials Opening Stock Raw materials 1201 Opening WIP Opening WIP 1202 Dpening Stack Finished Goods Opening Stock Finished Goods 1203 Dpening Stock Other resale Opening Stock Other resale 1210 Purchases Purchases 1220 Closing Stack Raw materials Closing Stack Raw materials 1221 Closing WIP Closing WIP Mapped Details Level1 No Filter zaj Level2 No Filter zaj Map Remove Map Clear All Maps E Sara aT T a aT ae Inbox Microsoft Ou C9 Accountants suite m E 2 Microsoft word A Keytime Tax 2009 A Accounts Production i The top section of the screen displays any nominal codes in Pastel Partner that fell outside the default mapping these will be nominal codes that have been added to the default set of codes in Pastel Partner The middle section shows the Keytime Accounts Production codes the bottom section shows which Pastel codes have been mapped to which Keytime Accounts Production codes If you have remaining Pastel codes that have not been mapped in the top section of the screen then you will need to map them now If you do not and they contain balances then your trial balance will not import To amend mappings
8. PPF PPP EPI Setup a new set of Accounts The options in the screen are system wide preferences you can e Preview the chart of accounts t 0845 456 3103 P support keytime co uk e Nominate favourite account codes these are account codes you will be using on a regular basis e Choose a font style and size for all sets of accounts this can be changed in an individual set of accounts e Setup contact names and addresses all contacts are stored in a central file and are available to all relevant sets of accounts e Create a new set of accounts e Store your user name password and URL for Keytime Books Navigating Accounts Production Accounts Production has the same look and feel as other modules in the Keytime range Navigation tools consist of the main toolbar drop down menus and the navigation pane Main Tool Bar The main tool bar looks like this H New open Maintain Q gt mpot D gt Export Hep sumit X Ext New Takes you out of the existing set of accounts and creates a new set of accounts Open Takes you out of the existing set of accounts and back to the open existing accounts window Maintain Takes you to the Accounts Production Management screens you maintain client details contacts chart of accounts and notes in these screens Import Import data from Keytime Books third party bookkeeping packages or csv files Export Send final accounts data to Keytime tax modules Help Lau
9. Sales Newspaper Advertising Opening Stock Opening Stock Raw materials Opening WIP Opening Stock Finished Goods Opening Stock Other resale Purchases Purchases Closing Stock Closing Stock Raw materials Closing WIP Closing Stock Finished Goods Closing Stock Other resale Staff Costs Direct Wages amp Salaries PAYE amp NI Contributions Pension contributions Depreciation Charges Depreciation Charge Freehold Properties Depreciation Charge Leasehold Properties Depreciation Charge Plant amp Machinery Depreciation Charge Motor Vehicles Depreciation Charge Fixtures amp Fittings Depreciation Charge Computer Equipment ProfitLoss on Sale of Fixed Assets Profit Loss on Sale Tangible FA Impairment Losses Impairment Losses Tangible FA Other Direct Costs Sub Contractors Motor Vehicles Hire Plant Hire Rent Other Direct Costs Oneratine RASES Onerating ease Charnes Plant amp Fruinmer o oO J Suppress Zero Amounts Clear All Adjustments Clear Adjustments BB Favourite Codes e You can search and filter account codes you can add sub codes and rename codes in this screen e You can adjust balances for the current year or the previous year click Current or Previous tab e The profit and loss and balance sheet accounts are split between the Profit and Loss and Balance Sheet sub tabs e The Amount field displays the total of all journal entries to an account code e Enter the amount of adj
10. and edit the mapping by clicking the Mapping button If you haven t changed or added new headings in Keytime Books there will be nothing to do with the mapping you can close and continue with the retrieval of data If you have made changes to the headings you will need to review the maps Click the Mapping button the following screen is presented AccountCode Mapping Information x Keytime Books Piease use the mapping screen to allocate the account nominal codes you want to map against the keytime nominal codes To Map a code select the code on the left and select keytime code in the centre then click Map The mapped code will then display on the right Mapped UnMapped Filter Section Filter fan SIIB No Fiter A Accountancy Expense C Advertising Expenses C Bank Interest Expenses C Depreciation Expenses C Fax Expenses C Freehold Land Cost Fixed Assets CHP Interest Expenses CO Postage Expenses z Keytime Account Codes Level No Filter Level2 No Fiter ZB l Favourite 1000 Domestic Sales Domestic Sales E 1010 Goods for own consumption Goods for own consumption 1200 pening Stock Raw materials Opening Stock Raw materials 1201 Opening WIP Opening WIP 1202 0pening Stock Finished Goods O pening Stock Finished Goods 1203 0 pening Stock Other resale Opening Stock Other resale 1210 Purchases Purchases 1220 Closing Stock Raw materials Closing Stock Raw materials 1221 Closing WIP Closi
11. categories where these appear in the asset notes for example if you do not have any land or buildings you do not need to tag this category iXBRL Tags in Text Notes Some notes Transactions with related parties loans to directors controlling party now require some detail within the note to be tagged To help you comply with this requirement new windows have been added that contain fields where you can capture the detail to be tagged the fields are pre tagged Transactions with Related Parties This note usually consists of text entered in the related parties note window detail that is required to be tagged should now be entered in the note detail window and then dropped into position within the text note the fields within the note detail are already tagged Access this note by clicking the Maintain button on the main toolbar click the Notes tab and select the Notes 3 sub tab click the note detail button to the far right of the note E Enter the detail as prompted and click Save To use the detail within the text note click the zoom icon to the right of the note click Edit Add click Add to create a new note and enter a description you will be prompted to create the new note using any wording that has been entered in the system default note click no There are 2 frames in the note window use the top frame to build up your note the bottom frame will display the note as it will appear in the accounts To the right of the not
12. cccccecce cece Enns 22 General Notes on importing data from KeytiMe BOOKS cccceeeeeeeeeeeeeeeeeeeeeeaenneeas 22 Importing Data from other Bookkeeping Packages into Accounts Production 25 Importing Data from Pastel Partner into Accounts Production ceeeeeeeeeeeeeeees 27 Capturing Balances USING JOUrMAIS ccecee cece eee eee eee eaten eterna 29 Reversing a JOUNAll sicatixssasagurvees easane naa NA AANA ATNA NANANA NAERAN 30 Printing JOURN al S wii cacsiant pide a eur a ap amer canteens 30 Capturing Amending Balances using Adjust Balances eeceeeeeee eee ee eset neta ees 30 Take on Opening Balances and COMparativVeS ccccciccceeeee eee eee eee eee nets enetneenaeenenaes 32 Review the Trial Balance amp Drill DOWN cccecceceee reer eee eee nent e rennet natn tnn es 32 Viewing and Printing the ACCOUNTS ccceee eect eee eee ene eee 34 Report Formatting OptiOns ccceecee cece ee enn EEE 35 Output tO PDF rrinin i ENUEI esi desie es tasiia ides EEES 35 Generating Note and Page Numbers cceeceeeee ee eect ee eee eee eee eae e eee eae 35 Output TO XBRL wicks veiswieesvnivs eirin eevee EE eae a E i E i ees 35 t 0845 456 3103 age support keytime co uk Filing Abbreviated Dormant Accounts at Companies HOUSE cccceeeeeeeeeeeeeeeeeeeneeaes 36 Checking Companies House Submission StatUS ss sssssssssssssssrrrrrrsrrrrrnrrnserrrrrrnus 37 Out of Balance Accounts
13. click the code you wish to amend in the bottom section of the screen and click Remove Map bottom right You will see that the Pastel nominal code now appears in the top section of the screen ready for you to map to an alternative Keytime code To map any unmapped nominal codes click on the Pastel nominal code in the top section click on the equivalent or matching Keytime code in the centre section and click Map bottom left You will see that the mapped Pastel code now moves to the bottom section of the screen Clear All Maps will remove all mappings from the bottom section of the screen Once you are finished with mappings click save and Close To review the mappings click Maintain on the main toolbar in the Client tab click the Mapping button To import the data click the Import button on the main toolbar Data is imported as a journal which can be amended as any other journal t 0845 456 3103 age support keytime co uk 29 Capturing Balances using Journals The trial balance can be captured by using journals proceed as follows Click Journal Entries on the navigation tree click Add the following screen is presented Screen 2 omits vg ie ai z Account Code Sub Description Debit Credit 5240 0 bank balance 12 000 00 4060 0 P amp M cost 5 400 00 z 4200 o0 Shares in group 2 500 00 0 00 4065 0 P amp M accumulated depreciation 0 00 1 350 00 5400 0 Credito
14. in the centre section and click Map bottom left you will see that the mapped code now moves to the bottom section of the screen To amend mappings click the code you wish to amend in the far right section of the screen and click Remove Map bottom right you will see that the code now appears in the top section of the screen ready for you to map to an alternative Keytime code Clear All Maps will remove all mappings from the far right section of the screen Once you are finished with mappings click Save and Close To review the mappings click Maintain on the main toolbar click the Mapping button To import the data click the Import button on the main toolbar Select Reports Trial Balance to run the TB report and check your data has been imported correctly Importing Data from Pastel Partner into Accounts Production The routine for importing data from Pastel Partner into Accounts Production is slightly different from the routines mentioned above Accounts Production brings nominal ledger balances from the last period of the financial year directly from the Pastel data tables To import data from Pastel Partner proceed as follows Open Accounts Production and create or open the set of accounts you wish to import into If you have already created a set of final accounts click the Maintain button on the main toolbar otherwise in the Client tab click the Import option select the import method the options are Pastel Sage or CSV select P
15. select Customise scroll down to Keytime Companies House Checker and amend the notification setting to Show Icon and Notifications To configure the Checker right click the Checker icon on the taskbar and select Settings the following screen is presented i o You can set the check interval by altering the number of minutes in the Check Every option Run on System Startup when ticked will launch the Checker automatically each time Windows starts recommended Show History shows a submission log and the latest submission status double click a submission to view the stored response t 0845 456 3103 ZE ss support keytime co uk 38 Save saves any changes you have made Cancel closes the settings screen but leaves the Checker running on the taskbar Exit App closes the Checker completely Receiving Submission Responses from Companies House In the Companies House Filing module the History tab shows all submissions to Companies House with their current status When the accounts are initially sent without error the status will show as Pending this means the submission has been received by Companies House and is awaiting a response accepted or rejected from them If there was an error in the submission the status will show Error you need to resolve the error and make the submission again if this is the case To manually check for a response double click the pending submission in the History tab Otherwise if the Companies H
16. selected year click the return and then click the Select Return button bottom right e If a tax return is present for the previous year but hasn t been year ended to create the return for the current year close Accounts Production and run the year end procedure in Tax this will add the return to Tax bring forward any standing data and also add the new Tax job to existing client record in Client Manager Alternatively if there is no previous year tax return add a Tax job to the existing record within Client Manager e If you are not using Client Manager to actively maintain client records and you need to create the return click the Create Return button bottom left and create your tax return You will then be presented with the following screen Please enter the disallowable amounts f Please enter the disallowable amounts for the boxes below Jescription Cost of goods bought for re sale Car van amp travel expenses Wages salaries amp other staff costs Rent rates power amp insurance costs Repairs amp renewals of property amp equipment Box 14 Accountancy legal amp professional fees Box 15 Telephone fax stationery amp other office cos Box 17 Other allowable business expenses Box 18 ono oo oo o o a 0845 456 3103 a support keytime co uk 42 Use this screen to deduct disallowable expenses from the account balances depreciation is always flagged
17. the Print menu or the Print area in the navigation tree Once the accounts appear on screen you can drill down on figures in the accounts and notes You can see journal figures and any adjustments you can also see which accounts make up the balance on the report t 0845 456 3103 age support keytime co uk 39 To drill down locate the figure in question in the report point the mouse at the figure a spy glass will appear double click point again and a hand will appear click again and the details will appear There is a Journal button in the Details screen you can post additional journals from here as necessary Comparing Sets of Accounts Year on Year Accounts Production stores an unlimited number of sets of accounts Each time you run a year end that years set of accounts is archived Archived sets of accounts can be viewed alongside the current set of accounts You must have run at least one year end to be able to compare accounts Click the Options menu select Review click Compare the following screen is presented 3 Review Accounts Production Current Period Year Ending 31 05 2009 Accounts Overview Company name Period start date 06 01 200 Period end date 3105 201 Registered number 123456789 Number of solicitors F 4 Number of directors Number of company secretaries J Account Status The account is Balance Profit Number of journal entries Number of nomianal codes used amp Select Pe
18. A 0845 456 3103 age support keytime co uk 17 e To edit a note click the Notes tab The majority of notes are derived from entries in the ledger for example the fixed asset notes in this case the main body text of the note will be generated as you run the accounts any note that you enter for this type of note will appear as trailing text to the main note Page Selection Directors i Accountants Accounts Please select the accounting policies to be displayed on the notes P amp L Accounting Policies Balance Sheet Accounting Policies Compulsory disclosures Basis of accounting j Basis of accounting Gona anoi K No revalued assets z f D Revalued assets E p General policies I Change in accounting policy J Going concern P amp L Account optional policies Finance lease and HP charges Deferred taxation Tenors on a straight line basis Turnover Contracts Finance lease and hire Deferred tax asset for services purchase contract charges Deferred tax Turnover Rental rave diture Replacement asset income Deferred tax No Government grants J7 Website costs agreement to sale T Dividends r Operating lease as J Foreign currencies I Preference dividends e First activate the required note by clicking tick the box by the note name e To make one time changes to this set of accounts only click the Preview button green arrow to the right of the note name the pre defined syst
19. Archived sets of accounts cannot be year ended a second time Backup and Restore Data We strongly recommend you take backups of your data on a regular basis Keytime Accounts Production installs with backup and restore options you can backup and restore either all sets of accounts or an individual set of accounts Proceed as follows Backup All Sets of Accounts e Open any set of final accounts and click the File menu then Backup then All You will be prompted for a location in which to save your backup and a file name navigate to a suitable location and enter a file name click Save The backup will be saved as a zip file Backup Individual Set of Accounts e Open the set of accounts you wish to backup click the file menu select Backup then Company You will be prompted for a location in which to save your backup and a file name navigate to a suitable location and enter a file name click Save The backup will be saved as a zip file Restoring Data As above but rather than selecting Backup from the file menu select Restore You will be prompted for a location and file name to restore from navigate to the backup location click the backup file to restore and click Open A 0845 456 3103 d support keytime co uk
20. FRSSE Accounts preview gt FRSSE Accounts PDF BRE FASSE Accounts BRL You can use the buttons on the minor toolbar located at the top of the tree to mark the progress of the accounts Use the options in the navigation pane to post journals view the trial balance make adjustments to the trial balance adjust balances preview and or print the accounts and create the accounts as a PDF or iXBRL file Creating a new Client and Set of Accounts You would normally create clients and add jobs in Client Manager this makes the job available in the modules and ensures clients and jobs in the modules are correctly linked You can create a new client in Accounts Production by clicking Create in the Open Accounts screen select sole trader partnership or small limited company If you wish to import the trial balance click the Import box see section Importing and Transferring Data Enter a client account reference to link this client record back to an existing client record in Client Manager click the Link to Client Manager button to the rights of the Client ID field Enter the company business partnership name and address details If you are working with a limited company enter the company registration number and registered address If you are working with a limited company and the accounts are audited check the Audited box to replace the Accountants report with the Auditors report Enter the A 0845 456 3103 age support keytime co uk
21. Production allows you to nominate favourite or often used account codes Favourites can be set system wide or at client level To nominate favourites at client level open the Maintain screen click the Accounts tab and click the Favourite button by the account codes you wish to nominate Yes appears in the Favourite field by a nominated account To nominate favourites for the system click the Edit menu select System Favourites and proceed as above To obtain a chart of accounts listing click the Reports menu select either Chart of Accounts to print preview all accounts or Chart of Accounts Favourites to print preview favourites Maintaining Notes and Reports 7 Accounts Production installs with a template set of notes auditor and accountants reports and directors report Wording may be edited or deleted and changes can be saved for a specific set of accounts or for all sets of limited company accounts iXBRL requires data within some notes to be tagged where this is a requirement you will see a further icon by the note which presents a window where you can enter ready tagged detail for inclusion within the note See section below iXBRL tags in text notes for more detail To edit an existing note e To edit the Accountant s Auditor report click Maintain on the main toolbar and click either Accountant or Auditor tab whichever applies e To edit an accounting policy click the Accounting Policy tab limited company only
22. Production can import a Trial Balance providing it can be exported from your bookkeeping package in CSV format most modern applications are capable of this If you are unsure about the file format please contact your bookkeeping software supplier To import data from a trial balance in CSV format you must first export the trial balance from your bookkeeping package in this format once you have done this it may be necessary to review the format of the exported trial balance as Accounts Production requires the data to be in a specific order before it can be imported Proceed as follows e Review your exported trial balance in Excel or similar the file must be in the following layout Column A Nominal Code Column B Account description Column C Debit balance as positive amounts Column D Credit balance as positive amounts Below is a sample screen shot from a trial balance in the correct format in Excel C D 1 Sales Q 685778 91 Direct costs 269312 207 Insurance 295 252 Computer Costs 4285 262 Printing stationery and postage 707 264 Subscriptions 1376 270 Sundry expenses 1014 273 Donations 100 281 Advertising 6310 286 Entertaining 1098 290 Bad debts written off D 7154 There must be no header or footer debit and credit columns must not be totalled although it is a good idea to ensure that the columns agree prior to import wW There must be no speech marks or commas anywhere in the file If you make
23. User Guide accounts production Keytime 3 gt t 0845 456 3103 fa support keytime co uk Contents INEFOGUCHION siacctetatiwaethotvaetedeteiagadeta duds cabedabiaaliiwts babeoeeartaduds a a raRiwurenotecane 4 Welcome to ACCOUNtS PrOdUCtiON c cece eect eee eee een eee ene eee eee nee eee e eens 4 Navigating Accounts Production eieccc eter EERE EERE R ERE E EE EEE nn EES 5 Main TOOLI Bat irtisttieei ts tab A saat what cae ed ee ae aaah a aaa aie 5 The Menu Bar cccctsecei everest eerceccheracacd aaecinierecte nrivteareneve sect pee teas pa Ri eniin barii 6 ThE Navigation PANG ssiciccistetercdeiveensnenenveinetceenscieatarnstsaenauedsdenanedenseinebedtaaneivae anes 6 Creating a new Client and Set Of ACCOUNCS cceceee eee ee eee teens eee eee nett neta e eee eee eeee 7 Maintaining a Set Of ACCOUNES ccc EERE EERIE E GEE ES 9 Maintaining Share Capital ccc ticascccssetercsineacsensesiveeaensaedead cade eed pacar econ ed AENEA 9 XBRL Tagging Share Capital wieiscccciecesccaceves earner a aaa 10 Adding Deleting Editing Contacts ccecece eect eee ener e eet e neta estan eee eee tanaes 11 Presentation of Accountant or AUCItOF 0 cceee eee e eee eee eee ne eee neta eee eee tenets 11 Maintaining Directors Details and the Directors Report Ltd Company only 11 Maintaining Partners Partnership Accounts Only cccceceeeeee eset ee eee eeeeeeeeeeeeeeeteneaes 13 Maintaining the Account
24. Year This Year Last Year In Directors Information you will see the directors added in the Contacts tab Click the add maintain directors button to add more directors or remove or edit existing directors Click the first director and enter the date appointed if within the year being reported date ceased if within year being reported and number of shares this year and last if you want to include directors interests in the Directors Report Click subsequent directors and enter their details Enter the number of directors who are accruing retirement benefits and the cash value of any benefits in kind included in the operating profit note The various elements of the directors report are presented in the Directors Report tab The wording may be changed and applied to this set of accounts only or to all sets of limited company accounts see Maintaining Notes and Reports section Choose signatories for the Balance Sheet and Directors Report they can be different Enter a signing date or tick Manual Date to leave space for the date to be written manually t 0845 456 3103 P support keytime co uk 13 A Accounts Production Management Client Page Selection Contacts Directors 1 Accountants Accounts Accounting Poticy Directors Information Directors Report Director s report and financial statements 5j BI I Purchase of own shares IV Principal activit
25. a change to the file layout please ensure it is saved in CSV format by clicking File then Save As and selecting CSV comma delimited as the file type A 0845 456 3103 aie support keytime co uk My Network Places v Bl Q X i gt Toos G Entire Network 2 app on Server 1 My Recent L2 HD HBU2 D on server t server t SA My Web Sites on MSN B 2 sales on server 1 Documents My Documents My Computer tone J My Network gt z _ A Once you have your CSV file created and saved in a known location open Accounts Production and click New or open the set of accounts you wish to import into 26 e If you have already created a set of final accounts click the Maintain button on the main toolbar otherwise in the Clients tab click the Import option select the import method the options are Pastel Sage or CSV select CSV e Click the browse button to the right of the field and navigate to the CSV file location and click Select you will see that the path appears as the Accounts Path Click Save e A message will be displayed requesting whether you wish to assign default mappings Click Yes e The following screen is presented G accountCode Mapping Information j xj Keytime Books Please use the mapping screen to allocate the account nominal codes you want to map against the pee nominal codes To Map a code select the code on the left and select a keytime code in the centre then cli
26. als tab e The Journal button is a link to the Journal Management screen where you can post additional journals if necessary t 0845 456 3103 de support keytime co uk 34 Viewing and Printing the Accounts The Print section of the navigation tree has the following options Print Menu Launches the following screen a as Full Accounts Abbreviated Accounts Print Supporting Reports Trial Balance Journal Report Iv Cover Sheet Chart of accounts M Contents Page V Warning Report V Company information JV Directors Information IV Accountants Information V Profit and Loss IV Statement of Total Recognised Gains and Losses JV Balance Sheet IV Notes to the Financial Statements IV Detailed Trading and Profit and Loss Account Select the type of font to use on the report FontHeight Column Header Style Show printer driver options Arial v 10 bd vy v r Do not generate note and page numbers Show draft message File copy IV Include Comparatives V Save as default You can e Select either Full Accounts or Abbreviated limited company only select the pages to print e Change the font style and size the font defaults to the system wide font set in the Report Formatting menu e Select the column header style either in the format DD MM YYYY or YYYY e Set the print to draft and set the draft message e Include or exclude comparatives Excluding comparatives will also move the current year figure
27. and the Suspense ACCOUN ssssssssssssrrrrresrrrrrrrssrrrrrrnens 38 Drill DOWN in REPOSPtS wvececcvectessesaceveseinseecmartierwiareeaseveseeees va E EOE 38 Comparing Sets of Accounts Year ON Yar ccceecee cece eee eee eee e eee eee eee eee ates 39 Transferring Data to Tax and Corporation Tax cccececeee eect ee eee neta eee ee teeta ee eaeeeeanaes 41 Transferring Data from Accounts Production to Tax Individuals secese 41 Transferring Data from Accounts Production to Corporation Tax ccccceceeeeeeeeaeeneenes 42 Export IXBRE ACCOUNTS erantsi nienie A E nece EE ad Mateaccemices 44 Vear ENG erna oi nnn onea sd aint C N e EE ENE E ARARE E OORE ERE HEEE EREE a 45 RUNNING Year End erpii a a a E EA a E A A E EA 45 Roll Back Year ENd isiin aap annaa a a EE DETA E D DORDE ki 45 Opening Archived Year Ended Sets of ACCOUN S sssssssssssrrrsrrrrurnrrurnnnurnrnerennnrnn 46 Backup and Restore Data i EEE EERE EERE REESE EEE 46 Backup All Sets of ACCOUNHS wiciisccsccasiecveaesiasineddiecesesdvasteeddva comaevinseeacdie sede necures 46 Backup Individual Set Of ACCOUNTS cccccee eter nnn EERE E EERE EEE EEE 46 Restoring Date prirni rer aise tact ease vans potent vase AERA AEA RATT 46 A 0845 456 3103 d support keytime co uk Introduction Keytime Accounts Production creates a set of final accounts from a trial balance Data for the trial balance is captured either in journals entered directly on to the trial balance as a
28. ants and Auditors Reports ccceceeeee eens teens ee eeeeeeeeeeees 13 Positioning the Client Approval Certificate Sole Traders and Partnerships 14 Maintaining the Chart of ACCOUNTS ccceeeee eee e eee eee eee eee ene ene ene eee eens 14 Searching and Filtering ACCOUNTS eceee eect e eee eterna eee ene nena nena tenes 15 Adding Account Cod 6S ersin eni ene e cetiowes anthers etki onto O E aed 15 RENAMING ACCOUNTS pics cienceeeceeteedierneteneteeeeedceebedeectre needed rede eetreneev cer bedeeetreneeneur ne 16 Favourite ACCOUNT COdES ook EERE EERE EERE EERE EES 16 Maintaining Notes and Reports ccceceee eee te ene aai 16 Tangible Intangible Fixed Assets and Depreciation Rates and Method ccsseeeeeaes 18 iXBRL Tagging Tangible Intangible Fixed Assets cceceee eee e ee ee teeta teeta eeeeaeaeneees 18 XBRE Tags lit TEXt NOLES orreinieorreepi kortein eorr eo ri Korr AERON E en tieniee EAE OE IRITE ENEON TRE 19 Transactions with Related Parties cccccecce eter enn nnn Eten 19 LOANS LO DIRECTORS cronin enaa ume vest nmen ead cane veumueate vend vam ventas nal EA 20 Controlling Party witiictitidienes eae darh cave thadl can tbensenhiaaai ied E E 21 Rounding Figures in the ACCOUNTS ccceceee eset teeter eee eee nena etna tenets 21 Importing Trial Balance Data into Accounts ProductiOn cceeeeeeee este tessa eeeeeeeeeeees 21 Importing Data from KeytiMe BOOKS
29. as 100 disallowable Description and Box number fields show the box number and description in the pages in the tax return Page number shows the page number in return in which they appear Allowable shows the amount in the account code Enter any disallowable figure in the Disallowable amounts fields this will be deducted from the allowable amount In the case of short SE pages the allowable minus any disallowable figure entered is transferred to the boxes in the SE pages In the case of full SE pages the full allowable figure is transferred to the boxes and any disallowable figure is transferred to the disallowable boxes To transfer the data click Confirm Data is transferred to the tax return and also to the Data Entry screens within Tax Capital allowances can be added by accessing the Capital Allowance calculator within the tax return either within the Self Employment Data Entry screen or by clicking the button on the return page itself Transferring Data from Accounts Production to Corporation Tax Transferring data to Corporation Tax works a little differently to the method described above for sole traders and partnerships Data is transferred to the Trading and Professional Profits Calculator disallowable expenses are transferred on a percentage basis e Click Export on the main toolbar the following screen is presented 4 Choose an Export option Corporation Tax PDF Accounts Corporation Tax XBRL Ac
30. astel Click the browse button to the right of the field and navigate to the Pastel data location and click Select you will see that the path appears as the Accounts Path Click Save If you have sub accounts of main accounts in your nominal ledger you will receive the following message about linking either main or sub accounts Warning Sub Accounts i Warning you have used sub accounts This means if you link From a main account and From sub accounts the program may duplicate the Figures transferred into Keytime Final Accounts Pastel Partner stores sub account balances on each sub account it also stores the total of all related sub accounts on the main account when linking Pastel codes to Keytime account codes you must link either the main account or the sub accounts not both or you will find your imported balances are doubled When Mapping Information is disclosed you will see the screen below t 0845 456 3103 age support keytime co uk 28 amp accountCode Mapping Information xj Keytime Books Please use the mapping screen to allocate the account nominal codes you want to map against the keytime nominal codes To Map a code select the code on the left and select a keytime code in the centre then click Map The mapped code will then display on the right Mapped UnMapped Filter Section Filter ai JE More A0 Expense xpenses C Bank Interest E xpenses C Depreciation Expenses O Fax Expenses C
31. ck Map The mapped ae wall then display on the right Mapped UnMapped Filter Section Filter au zjE No Fiter zo Oo Advan eee C Bank Interest Expenses C Depreciation E xpenses C FaxExpenses O Freehold Land Cost Fixed Assets CHP Interest Expenses C Postage Expenses zi Keytime Account Codes Level No Fiter z E C Favourite Level2 No Fiter z E M Favourite 1000 Domestic Sales Domestic Sales 1010 Goods for own consumption Goods for own consumption zj 1200 Opening Stock Raw materials Opening Stock Raw materials 1201 Opening WIP Opening WIP 1202 Opening Stock Finished Goods Opening Stock Finished Goods 1203 Opening Stock Other resale Opening Stock Other resale 1210 Purchases Purchases 1220 Closing Stock Raw materials Closing Stock Raw materials 1221 Closing WIP Closing WIP zi Mapped Details Level No Filter zaj Level2 No Fiter jaj Map Remove Map Clear All Maps E A EO E mbox microsoft ou C3 Accountants suite m W2 Microsoft word 2 Keytime Tax 2009 2 accounts Production m lt B gt t 0845 456 3103 P support keytime co uk 27 The top section of the screen displays account codes from your bookkeeping package The middle section shows the Keytime Accounts Production codes bottom section shows which codes have been mapped To map any unmapped codes click on the account code in the top section click on the equivalent or matching Keytime code
32. counts XBRL Accounts Only e o o Standard Name Format To export figures only select Accounts only To export figures and attach PDF accounts select Figures PDF accounts To export figures and attach iXBRL accounts select Figures iXBRL Accounts To attach accounts to a return select iXBRL accounts only used where you already have figures in the CT600 but just need to reattach the accounts after an amendment e To export an SNF file standard name format select Standard Name Format If you choose to attach iXBRL accounts as you export the system will run a series of checks to ensure all necessary tags and entries are present If they are not the following screen is presented t 0845 456 3103 aie support keytime co uk 43 Description Missing Tag Depreciation rate has been entered for the Account 4060 4067 Double click on the row to view resolve the issue You must resolve missing tags or incomplete entries before you can generate a valid set of iXBRL accounts To resolve the errors double click on the error message to drill down to the section where the error has occurred correct the error and click Save the error will disappear from the list e Select a tax return to export to or create a new return by clicking Create Return e Click Select return the following screen is presented Disallowable Percentage x Please enter the disallowable percentage of expense that you want to be trans
33. djustments or imported from third party applications Accounts Production data can be transferred between the various Keytime modules for example from Accounts Production into the self employed or partnership pages of the Tax module or into the Trading and Professional Profits Calculator of the Corporation Tax module Data can be imported via a mapping system directly from Pastel Partner or via a CSV file see section Importing and Transferring Data between Accounts Production and other Keytime Modules Welcome to Accounts Production When you first install the Accountants Suite only Demonstration records appear in the Suite modules You can add clients to Accounts Production either by adding them to Client Manager and adding an Accounts Production job see the Client Manager user manual for further details or by creating them directly in Accounts Production Client Manager will detect the new record in Accounts Production and add the client and job the next time you open Client Manager The first time you create a set of accounts in Accounts Production the following screen will be presented Su i a Welcome to Keytime Accounts Production Lets take some time to setup some system options Preview chart of Accounts Setting up favourite codes Choosing the font of the accounts Setup some standard address names Accountant details Solicitor details Bank details Setup Keytime Books Import detail Setup rounding code
34. e Ledger Transactions report Access this report by clicking the Reports menu and select Ledger Transactions You can range by account code select all accounts a range or accounts or an individual account You can include the brought forward balance where this is present or left unticked view the movement in the year only You can view this year or last year s transactions and view journals and adjustments together or only journal entries or only adjustments adjustments come from the Adjust Balances screen see below for further details Capturing Amending Balances using Adjust Balances You can bypass journals and enter adjust balances directly on the trial balance Adjust Balances is ideal for quickly capturing a trial balance either for the previous or current year It is important to note that the system does not report any adjustments made in this manner on the journals report instead there is a separate report which records adjustments to the account balances and adjustments are also recorded separately in the Ledger Transactions report The drill down feature also records adjustments separately from journal entries On the navigation tree click Adjust Balances the following screen is presented A 0845 456 3103 d support keytime co uk 31 Adjustments Z y Profit and Loss Balance Sheet No Filter w No Filter X A Reset e EJ Add Codes Group Level 1 Group Level 2 Description Turnover Domestic Sales Foreign
35. e window is a list of database fields that you may include in the note A 0845 456 3103 dD support keytime co uk 20 insertable Fields Double click to insert iid Accounting Period Company Information KH Directors Details oh Financial Details Pages Related Party Relate Ltd Name of Party Details of Transaction DescriptionTransactionGen Amount due from related pz Provision for doubtful debt 1 Amount due from related p Provision for doubtful debt H A Ute eeseeees Click the by the related party heading to access the data you entered in the note detail window You insert the database fields at relevant points in the note to insert a field position the cursor in the top frame at the point where the field content is to appear then double click the field in the insertable fields list the note will appear like this Customised Description Relate Ltd This is an example of a text note containing database fields RPYName is related to the company Preview This is an example of a text note containing database fields Relate Ltd is related to the company Make default for new sets of Accounts Yes que To use the note as default in other sets of accounts tick Yes in the make default option to use the note just for this set of accounts tick No click Save and then click Select to add the note to the accounts Loans to Dir
36. ection Contacts Directors Accountants Accounts Accounting Policy Notes Select Entity Type Smali Limited Company by Guarantee Current selected type Legal entity type Private Limited Company gt Click here if you re importing data from another product I import Company Details Client ID TESTCOO r Tick ifthe regi Jadi Business Name Registered Number different from the company address Testco Ltd 09128736 Business Address Long Name House Registered me England and Wales 7 Anytown VAT number soe aa gt Audited Accounts Average no of employees exceeds 250 Start Date End Date FRSSE Format 01 04 2011 El 7 s 3103 2012 El x FRSSE 2008 x B Share Capital 1 the Company Trading Yes z is the Company Dormant No X Company Limited by Shares A Maintaining Share Capital Share capital for a limited company is maintained in the Maintain screen Client tab disabled if the company is limited by guarantee Click the Share Capital button to the bottom left of the accounting period end date The following screen is presented Current if Previous Enter details of each class of share at the year end in the boxes below T Company s first year Share Class 2 Share Class 3 Share Class 4 Share Class 5 Class B Class C Class D Class E Ordinary Share Class 1 E Ordinary Share Class 2 Ordinary Share Cla
37. ectors This note prior to iXBRL consisted purely of text entered into the note window as most of the detail must now be tagged the note is now in a columnar format Access the note detail by clicking the Notes tab and Notes 3 sub tab click the Note detail button to the far right of the note The company directors will be listed click the required director and a 0845 456 3103 ae support keytime co uk 21 click Select enter the detail as prompted the fields are pre tagged click Save and Close The note will appear in columnar format within the accounts Controlling Party The controlling party is added by clicking the note detail button to the far right of the note the field is pre tagged The detail will then appear within the accounts Rounding Figures in the Accounts Figures are presented in the accounts rounded to the nearest although the transactions and balances may have been captured un rounded The system handles rounding and automatically balances the accounts by placing any rounding difference by default in account 1463 General Travel Expenses for rounding in the P amp L and 5400 Trade Creditors for rounding in the balance sheet You will not find a transaction in these accounts the system merely uses the accounts to balance the profit and loss and balance sheet You can amend the rounding accounts if you find an odd 1 appearing in the accounts perhaps to an account that has a balance where it wouldn t be noticeable
38. een is presented Description Missing Tag Depreciation rate has been entered for the Account 4060 4067 Double click on the row to view resolve the issue You must resolve missing tags or incomplete entries before you can generate a valid set of iXBRL accounts To resolve the errors double click on the error message to drill down to the section where the error has occurred correct the error and click Save the error will disappear from the list a 0845 456 3103 lt gt _ssupport keytime co uk 45 Year End Running Year End There are two options at year end e Bring forward balances posts the profit or loss to the Profit b fwd account and brings forward the closing balances in the balance sheet accounts e Blank trial balance posts the profit or loss for the year to the Profit b fwd account and clears all accounts leaving the account codes blank for the new year You may find that on occasion Bring forward balances is disabled this happens where data has been previously imported To enable this option click the Options menu select Configure and un tick the option to Disable year end b fwd balances when balances are imported To run year end click the Options menu select Year End select either bring forward balances or blank trial balance the following screen is presented x Confirm the new accounting period dates Start Date 01 01 2008 cN End Date a 31 12 2008 S The accounting per
39. em note where applicable will appear in the preview window e Click Edit and add or amend the text as required e Some notes will automatically pop up with the preview window when activated for the first time this type of note requires additional detail to complete the note Click Save and Close to return to the main note tab To add an alternative note e Click the Zoom button spy glass to the right of the preview text box click Edit Add e Click Add and enter a description for the note in the Customised Description field e Type your note in the Note window you can add database fields by browsing the Insertable Fields list and double clicking the required field e To save your new note as the default note click Yes in the Make Default box otherwise click No e Click Save then click Select and your new note will appear in the preview text box You can remove the Make Default setting from your customised note at any time by going back to the note and clicking No in the Make Default box then click Save Click Select to select the original system note t 0845 456 3103 P support keytime co uk 18 Tangible Intangible Fixed Assets and Depreciation Rates and Method The standard category descriptions for tangible and intangible fixed assets can be edited As you activate the relevant accounting policies you will be presented with an additional option to edit the category descriptions and in the case of tangible fixed assets s
40. et the depreciation rates and method Click the Edit button by the tangible fixed asset policy the following screen is presented Tangible Fixed Asset Dep Depreciation Rate Depreciation Method JlandandBuldngs OOOO e a e Plant andMachiney Reducing balance 4060 4067 Plantandmachiney E Computer Equipment Reducing balance 4120 4127 Computer equipment BJ Mocverices 20 Reducing bancos gt 080 4087 MotoVehies Fixtures and Fittings 10 Reducingbalance 4100 4107 Fixtures and Fittings gl You can edit the category descriptions in the Headings column enter the rate of depreciation and select the depreciation method The ledger codes associated with the various categories are displayed you cannot change the way in which the ledger codes are assigned The end column allows you to apply iXBRL tags iXBRL Tagging Tangible Intangible Fixed Assets From April 2011 accounts for period ended 1 April 2010 and later that for part of a Corporation Tax return must be submitted to HMRC in iXBRL format Accounts Production will automatically apply the vast majority of tags for you but since you have full control over how fixed assets are defined it is necessary to manually tag asset classes Proceed as follows Click the Report Formatting menu or click Maintain Accounting Policies Tab tick the Tangible Fixed Asset policy or Intangible Fixed Asset policy click the blue button to the righ
41. ferred into Corporation T ax Group Level 1 Group Level 2 Description SUB Nominal Percentage Cost of Sales Opening Stock Opening Stock Raw materials Purchases Purchases Closing Stock Closing Stock Raw materials Selling and Distribution Costs Staff Costs Wages amp Salaries PAYE amp NI Contributions Depreciation Charges Depreciation Charge Plant amp Machinery Depreciation Charge Motor Vehicles Depreciation Charge Fixtures amp Fittings Other Selling and Distribution Costs Packaging materials Administrative Expenses Other staff costs Staff Training Staff Welfare Professional Fees Accountancy Fees Legal and Professional fees allowable Premises Casts Rates amp asater e Enter percentages to transfer note that it is the percentage transferred to the tax return you are entering here that is the percentage that is disallowed for tax purposes Depreciation is always 100 disallowable e If you wish to adjust the total disallowed figure of a particular account manually you can enter 100 to transfer the total balance on the account and then adjust it in the Trading and Professional Profits Calculator e Once you have entered the percentages click Confirm e The following data is automatically transferred to the tax return 1 Net Profits as per the Accounts This is the profit on ordinary activities before taxation as shown in the profit and loss account shown as minus if it i
42. ies E E I Political donations I Directors responsibilities I Charitable donations I Directors uj EJ J7 Qualifying third party indemnity provisions I Reapp t of Audit a Fe I Share based payment transactions IV Directors Approval statement a Hj Signatory for the Directors Report John Demo Director M Signatory for the Balance Sheet alis Tick here to have a second John Demo Director Director sign the Balance sheet Director Date of Approval DD MM YYYY El 7 7 Manual date Maintaining Partners Partnership Accounts Only You maintain Partners details in the Contacts tab Appropriation of partnership profits is maintained in the Partners tab of the Accounts Production Management screen Click the Partners tab you will see partners details displayed in grid form the partners come from the Contacts tab To add more partners or edit an existing partner click the Add edit partners button Enter profit share percentage and any salary that you wish to deduct from the share of profit the system will automatically apportion the partners share of profit and display the details in the grid You can select the partner s who will sign the approval certificate by ticking the nominated partners in the Partners who sign list in the bottom right of this screen Maintaining the Accountants and Auditors Reports Click the Accountants or Auditors tab you will see the various elements of the Accounta
43. iod start and end dates will be incremented by one year amend the dates if required and click Confirm If there is a balance in the suspense account code 9999 you will be prompted to abort the year end and clear this account You will also receive a prompt to update any un posted journal batches The year end is now complete Accounting period dates can be amended by clicking Maintain on the main toolbar and amending the period dates in the Client tab Roll Back Year End A Year end can be rolled back please note that all journals and adjustments will also be rolled back and cannot be re instated To roll back a year end click the Options menu select Roll back to previous year A 0845 456 3103 age support keytime co uk 46 Opening Archived Year Ended Sets of Accounts You can open previous years sets of accounts by going to the Open Accounts main screen and clicking the Archived tab Sets of accounts can be sorted and ordered in the same way as Current sets of accounts Note that a set of archived accounts cannot be deleted this ensures integrity in the data set accounts can however be rolled back to the previous year effectively deleting the latest set and restoring the previous years You can post journals and make adjustments to archived sets of accounts however it is important to note that any changes made will not be carried forward into subsequent years changes must also be carried out in future sets of accounts
44. k the box to save details for this company only Enter the company authentication code Click Save e Click the Generate button to generate the accounts in iXBRL format Note that abbreviated accounts will be generated if the dormant status is set to NO Click Maintain Client tab e Click the Submit button to begin the process of sending the accounts to Companies House e The Details and Company Information tabs will be pre populated with information already in the system anything missing can be entered at this stage You can preview the accounts being submitted by clicking the Preview button by the file to be submitted field in the Company Information tab e Inthe Company Information tab click Submit e The History tab shows all submissions to Companies House with their current status When the accounts are initially sent without error the status will show as Pending if there was an error in the submission the status will show Error you need to try the submission again if this is the case Important Note e Companies House do not automatically issue successful submission responses as do HMRC once the submission has been made it will be retrieved and checked at Companies House who will amend the submission status once approved t 0845 456 3103 age support keytime co uk 37 Configuring the Keytime Companies House Submission Checker Please note that accepted or rejected submission responses are not returned immediately when fi
45. ling to Companies House a submission will be flagged as Pending until either an accepted or rejected response is returned The Companies House Filing module also consists of a small programme that polls Companies House for submission responses This programme installs with every instance of the filing module and when running appears in the right of your PC task bar Within the Companies House filing Module after clicking submit click the red cross on the top right to close the filing module the Filing module checks to see if the Submission Checker is running If the Checker isn t running the following screen is presented Bonm Keytime Companies House Filing Checker is not running on the system i Click here to launch the Keytime Companies House Filing checker i ow oe ca e win Keytime Companies House Filing checker is an application that sits in the taskbar and at a specified interval checks to see if any of the pending items can be updated Dont show this again It is recommended that you take the option ticked by default to launch the Keytime Companies House Checker on Windows start up Click the Launch button to start the Checker a small icon appear on the right of your PC taskbar The icon may initially be hidden to reveal the icon on the taskbar click the show hidden icons button on the right of the taskbar appears as a small upwards pointing arrow on the right of the taskbar and
46. nches the on line help file Submit Submit abbreviated and dormant accounts to Companies House Exit Closes the application t 0845 456 3103 age support keytime co uk The Menu Bar The main menu bar has the following options File Edit Status Report Formatting Options Reports Help File Options for creating opening deleting accounts Options for backing up and restoring data can also be found here Edit Company launches the Accounts Production Management screen Contains options for maintenance of client details contacts accountant auditor reports directors details and directors report chart of accounts maintenance and maintenance of notes Status Options to mark the progress of the accounts Report Formatting Options to change font draft message header positioning and various other report formatting options Options Review Year end PDF save location import mappings and various configuration options can be found in this menu Reports Various reports can be found in this menu Help Launches the on line help file version details Keytime website and licence information The Navigation Pane The Navigation Pane appears down the left of the main window and looks like this A 0845 456 3103 d support keytime co uk status 3 lt gt aaj gt GU e XBRL Sampleco amp Journal Entries oF Trial Balance Adjust Balances Print a A Print Menu Abbreviated Accounts preview
47. ng WIP zi Mapped Details Levell No Filter ea al Level2 No Filter z aj Map Remove Map Clear All Maps E SE a R wae gt Oj inbox Microsoft Ou L3 Accountants suite m 2 Microsoft Word Keytime Tax 2009 A Accounts Production a P e The Keytime Books frame lists the Keytime Books headings You can filter mapped and unmapped headings by selecting the option from the Mapped Unmapped filter You can also filter by section by selecting an option from the Section filter t 0845 456 3103 age support keytime co uk 24 The Accounts Production frame lists the Accounts Production codes which you can filter by section The Mapped Details frame details the mapping To map a heading click the heading in the Keytime Books frame click the corresponding account code from the Accounts Production frame and click Map bottom left The mapping details will appear in the Mapped Details frame To remove a map select the mapped account in the Mapped Details frame and click Remove Map Once you have completed the mapping click Save and Close To import the ETB click the Import button either from the Client tab or on the main toolbar You will be prompted to enter the ETB end date enter the date and click OK the import will commence The ETB is imported as a posted journal A 0845 456 3103 d support keytime co uk 25 Importing Data from other Bookkeeping Packages into Accounts Production Keytime Accounts
48. nts report and un audited balance sheet note or the Auditors report if the company is audited the signing date and date of letter of engagement The wording may be changed and applied to this set of accounts only or to all sets of limited company accounts see Maintaining Notes and Reports section t 0845 456 3103 support keytime co uk ak YF Positioning the Client Approval Certificate Sole Traders and Partnerships You can optionally include an Accountants accounts click Maintain Page Selection and click Accountants Report to include the report The Client Approval Certificate for sole traders and partnership accounts can be positioned either on the bottom of the Accountants Report or the bottom of the balance report with sole trader and partnership sheet The wording may be changed see Maintaining Notes and Reports section Whether you choose to include the Accountants Report of not the Accountants tab will be displayed in sole trader and partnership accounts click the Accountants tab and choose where the client approval certificate is to be presented Maintaining the Chart of Accounts Click the Accounts tab the chart of accounts is presented 1G Accounts Production Management x Page Selection t Group Level 2 Turnover Foreign Sales Opening Stock Opening Stock Raw materials Opening IP Opening Stock Finished Goods Opening Stock Other resale Purchases
49. number of shares issued during the year to f i No of shares issued jf D o o Consideration received Joo Jono Share capital note vips Selected Asset BRL Tag Change Heading to the selected Asset 0845 456 3103 d support keytime co uk 11 Once you are finished with the share class tags click Save and Close to return to the main Client screen Adding Deleting Editing Contacts If you have added this company to Client Manager and you have added the directors as associated links the directors will already be present in Accounts Production To add further contacts or to edit a contact Click the Contacts tab to add or maintain contacts directors partners proprietors Note that contacts are stored centrally and are available across all relevant sets of accounts for example creating a director in one set of accounts will make that director available in all sets of limited company accounts Proceed as follows e Click a relevant sub tab and click Maintain Contacts e To add a contact click Add Contact alternatively click Edit to edit existing contacts or Delete to delete a contact e If you are adding a contact enter contact details Click Finish e To add the contact to this set of accounts click the contact name in the global list and click the arrow pointing right to move the contact to the contact list for this set of accounts Click Save e Click the Overview button to see a list of contacts and
50. o ensure accuracy you must check the ledger balances in the share capital accounts match the detail in this screen XBRL Tagging Share Capital From April 2011 accounts for period ended 1 April 2010 and later that for part of a Corporation Tax return must be submitted to HMRC in iXBRL format Accounts Production will automatically apply the vast majority of tags for you but since you have full control over how share classes are defined it is necessary to manually tag share classes Proceed as follows In the Maintain screen Client tab click the Share Capital button Below each of the share class description boxes there is a field for the iXBRL tag click the zoom icon to the right of the tag field a tree is presented split into 2 sections Expand either section by clicking the sign and select a share class click Save once you have selected your tag and do the same with all other share classes T Share Capital j Z Current Enter details of each class of share at the year end in the boxes below Share Class 1 Share Class 2 Ordinary Share Class 1 Share class Ordinary Preference Ordinary Share Class 2 Ordinary Share Class 3 TE Ordinary Share Class 4 Ordinary Share Class 5 All Preference Shares Share type Equity C Equity Non Equity Non Equity Nominal value per share fi efo No of shares authorised fioo fo No of shares allotted 2 o o booo Shares issued in the year 44 fhe
51. ouse Submission Checker is running on your taskbar the submission will be brought back to the system at the next check interval Ifa response is received and a submission status has changed a message bubble with a notification will appear on the PC taskbar it will disappear after 6 seconds and the Checker icon will change to a star but will change back again after a short period double click the Checker icon to view the submission history Out of Balance Accounts and the Suspense Account The ledger contains a suspense account account 9999 in the balance sheet which may be used to temporarily balance the accounts where for example you have an out of balance trial balance taken from the client s accounts It is important to note that if you post anything to the suspense account whilst the accounts appear to balance the balance sheet will not it will be out of balance by the balance on the suspense account When you generate the accounts and you have opted to run the Warnings report a message will appear in the warnings report informing you of this Once generated the balance sheet will be out of balance and a message will appear at the very bottom of the balance sheet stating that there is a balance in the suspense account You must clear the suspense account to balance the balance sheet Drill Down in Reports You can drill down to underlying journals and adjustments from a set of accounts preview First generate the accounts from
52. rader accounts including page and note numbers partnerships and sole trader only PDF generates all pages with note and page numbers and outputs to PDF XBRL generates accounts with XBRL tags Output to XBRL Output XBRL Applies iXBRL tags to the accounts and presents accounts in HTML with the ability to view tags Click Output to XBRL the accounts will then be presented in A 0845 456 3103 dD support keytime co uk 36 HTML view with further tabs to view all the tags that have been applied these cannot be changed and to view the accounts in HTML with the tags highlighted To export the XBRL file in ready to attach to a corporation tax return please see Export section below Filing Abbreviated Dormant Accounts at Companies House You can file iXBRL unaudited abbreviated or dormant accounts to Companies House before you can do this you must have a credit account in place at Companies House who will issue a presenter ID and an authentication code Further details on how to setup a credit account and obtain the required codes can be found on the Companies House website http www companieshouse gov uk toolsToHelp efilingfaq shtml To submit accounts proceed as follows e Click Submit on the main toolbar e Click Add Details and enter your presenter ID authentication code and an email address where you want Companies House to send your submission response If these details are to be used for filing this company only clic
53. riods for M amp S xi Curre ear Year Ending 31 12 2007 Select the years at least 2 to compare and select the type of reports to compare from the drop down Full Accounts Trial Balance or Journal Entries Click Preview The reports are presented side by side you can scroll independently through each report t 0845 456 3103 P support keytime co uk t 0845 456 3103 support keytime co uk 40 41 Transferring Data to Tax and Corporation Tax Data can be transferred from Accounts Production to the self employment pages or partnership pages of a tax return in Keytime Tax or Corporation Tax Transferring Data from Accounts Production to Tax Individuals Where figures have been captured in the accounts unrounded you may export rounded figures to Tax If you export unrounded figures Tax will apply its own rounding rules which are different to the mathematical rules applied to the accounts you may find that the balance sheet section of the return doesn t balance because of a rounding difference To export rounded figures click the Options menu select Configure and click Export rounded figures To transfer data from Keytime Accounts Production to Tax proceed as follows e Click the Export button on the main toolbar select Keytime Tax Professional e Select the correct tax year from the drop down list in the top right of the screen e If you have already created the tax return for the
54. rs 0 00 8 000 00 5440 0 Accrued expenses 0 00 2 500 00 0 0 0 00 0 00 Journal Number JO0001 Debit Credit Date Created 20 03 2012 19 900 00 11 850 00 Date Posted Not Posted 8 050 00 in Debit EJ Close e Enter a journal description and select the financial year from the drop down e Enter the account code you can select the code from a list by pressing Enter in the Account Code field or clicking the Zoom icon to the right of the code field Use the Search and filter options as previously described to locate the required code There is also the option to add sub codes at this stage e The account code description is displayed in the Description field this can be overtyped e Enter the balance in either the debit or credit column e To create another line press the Enter key or click the Add button e The journal must balance before it can be updated the system will not let you update a journal that does not balance Any balance can be seen in the bottom right of the journal screen e Click Post to update the journal or you can leave it open by clicking Close e You can print a journal report preview the trial balance profit amp loss balance sheet or detailed PL by clicking the Print button in the Journal Management screen e You can export import a journal by clicking the Import button to the right of the Journal Description field You can export once the journal has been posted and
55. s a loss 2 If you set up disallowable expense percentages the percentage disallowed for each nominal ledger code is transferred as a separate line in the Disallowable Expenses tab a 0845 456 3103 ma support keytime co uk 44 3 Bank interest received is entered into Income deficit not assessed under Sch D Case 1 and in the case of bank interest received also entering into box 6 on the return 4 Non taxable income is transferred to the Totals tab as income deficit not assessed under Sch D case 1 e In addition if you choose to attach iXBRL accounts as well as exporting figures to the return tags for disallowable depreciation amortisation entertaining disallowable property maintenance and legal and professional fees will be automatically tagged for you Export iXBRL Accounts If you are not using Keytime Corporation Tax and need to output a set of iXBRL account for attachment in another application you can generate a set of tagged accounts and specify a location where they are to be saved First set up the Save location by clicking the Options menu select Configure click Set iXBRL save location Browse to a suitable location and click Save Each time you generate iXBRL accounts a set of accounts will be placed in this location To generate iXBRL accounts click FRSSE Accounts XBRL on the navigation tree The system will run a series of checks to ensure all necessary tags and entries are present If they are not the following scr
56. s into the comparative position e Select the printer to print out the report to by checking Show printer driver options left unchecked the report will be output to your Windows default printer e Speed a preview by checking the option Do not generate note and page numbers You will need to uncheck this option when generating the final set of accounts e Print the trial balance journal report chart of accounts and Warnings report e Output to screen Preview button print from screen by clicking the Printer button in the report header e Output straight to printer Print button click Show printer driver options to select the printer e Output to PDF PDF button the PDF will be created and can be saved ina location of your choice These reports can be viewed on screen and printed if required by clicking the Print button in the top left of the report when on screen The report can also be exported for use in a third party application such as Microsoft Excel t 0845 456 3103 P support keytime co uk 35 Report Formatting Options Click the Report Formatting menu the following options are available e Fonts Set a font size and style for this set of accounts e Draft message Change the draft message e Draft A tick indicates that the accounts will output in draft mode e Report header Bold font style and justification options e Column header style Short or long date format for numeric columns e Column header position Ju
57. ss 3 Share type Equity Equity Equity C Equity C Equity Non Equity C Non Equity Non Equity C Non Equity C Non Equity Nominal value per share ooo Aoo i Doo No of shares authorised foo fio t S ho t t co t i S No of shares allotted tr f ss Shares issued in the year agg the number of shares issued during the year to the total number of shares allotted No of shares issued 0 0 0 fo Consideration received ejo ejo 0 fo Share capital note v Ps I Display number of authorised shares in Share Capital note a 0845 456 3103 lt gt ss support keytime co uk 10 You can maintain up to 5 share classes you name the share in the Share Class field for each of the share types this year and last if applicable If this is the first year of trading click the Company s first year box on the top right Select the share type equity or non equity Enter the nominal value per share Enter the number of shares authorised and number of shares allotted Enter number of shares issued in the year and the total consideration received if applicable e Enter the last year s detail in the Previous tab You no longer need to state the number of authorised shares in the share capital note however you can choose to do so by clicking the Display Authorised Shares box It is important to note that the share capital note is derived entirely from the details in the share capital maintenance screen t
58. st the accounting period end date in the client set of accounts If the end dates agree the ETB is imported into the current year If the accounts in Accounts Production are in their first year of creation no year end has been run on these accounts and the year end dates do not agree you will be given the option of importing the data into this year or last year If the accounts are not in their first year of creation year end has been run on these accounts you will be warned that the dates do not agree and asked if you want to Q 0845 456 3103 support keytime co uk 23 import into the current year Note that once year end has been run on a set of accounts you cannot post journals into the previous year If you have already posted journals or made adjustments prior to importing the import will leave these untouched the imported ETB will be added to the figures already in the system There is no limit on the number of times the ETB can be imported but there can only be one ETB type journal in any one year additional imports will overwrite the previous journal To import data proceed as follows e Inthe client tab click the Import box and select Keytime Books from the drop down list of import options e Enter the client reference in the Keytime Books Client Reference field Accounts Production installs with a default mapping between the Keytime Books Headings and the account codes in Account Production You can review
59. stification options for column headers e Custom cover sheet text Tick option to override standard cover sheet wording e Amend cover sheet text Enter wording for cover sheet used in conjunction with the above option e Detailed P amp L options Page break adds a break after a selected section Show taxation shows or hides the taxation section on the bottom of the report e Fixed asset headings Amend the tangible fixed asset category headings e Intangible fixed asset headings Amend the intangible fixed asset category headings Output to PDF You can specify a save location for the system to use when outputting to PDF Click the Options menu select Configure click Set PDF Save location browse to a suitable location If you would like the option of specifying a save location each time you generate a PDF tick the box to always select a path when exporting to PDF Click Save to save changes and exit the screen Generating Note and Page Numbers Accounts Production will automatically generate note and page numbers if you click on any of the output options in the Print group on the Navigation tree Abbreviated Accounts Preview generates all pages of the abbreviated accounts including note and page numbers limited company only FRSSE Accounts Preview generates all pages of the accounts including note and page numbers limited company only Partnership Sole trader Accounts Preview generates all pages of the partnership or sole t
60. t of the policy Click the blue button to the right of each asset category tag field the following screen is presented As Land and Buildings Investment Properties Properties Under Construction Vehicles plant and machinery al achinery Vehicles Fixtures Fittings Tools Equipment Office equipment Payments on account and assets under development Improvements or development of assets Tangible exploration or evaluation assets Other tangible fixed assets Selected Asset Plant and machinery XBRL Tag PlantMachinery Change Heading to the selected Asset t 0845 456 3103 4 _ssupport keytime co uk 19 The sign by an item in the tree indicates that there are further tags as children of that tag for example the tag Vehicles Plant amp Machinery has 2 further child tags Plant amp Machinery and Vehicles The Vehicles tag has further child tags for various types of vehicles The items that have a sign are parent tags in their own right you can use these if it is appropriate to do so for example you have grouped together a number of vehicle types under a heading called Vehicles You cannot use tags more than once if you feel the need to do so you must batch items together To tag an asset category click on a relevant tag the tag name and details will appear in the boxes at the bottom of the screen Click Save to save your changes and close the screen Repeat the exercise for all other asset
61. ter favourite accounts by checking the View Favourites box whenever you open a search screen or account code list To search for an account by code or description click in the Search field and type either the code or a string of text as soon as you start to type a list of codes will be presented that contains either the code or the text For example you may be searching for internet costs type internet in the search box and the system will present all accounts that contain the word internet Note that the description does not have to begin with the text you are searching for Adding Account Codes Additional account codes may be added they are based on existing account codes and are called Sub Codes Sub codes mirror the behaviour of the main existing code in reports notes and the integration with the Tax modules For example if you wish to create an additional sales account code you create a sub code based on the main sales account code and the sub will behave in exactly the same way as the main code To create a sub code proceed as follows e Click Maintain on the main toolbar click the Accounts tab e Click on the main account you wish the sub account to be based on and click the Add Codes button the following screen is presented Add new Account sub code in group 1100 Description Newspaper Advertising v e Enter a description for the sub code and click Save You will see the code has been added to the chart of accoun
62. their type in this set of accounts Presentation of Accountant or Auditor Contact store details for the Accountant or Auditor contain some presentation options for the accounts You can e Replace the standard firm name with wording of your own choice in the accountant s or auditor s report and or the information page e Select ICAEW ACCA or ICAS recommended wording for the accountant s or auditor s report e Resolve the presentation of the singular plural possessive noun by ticking un ticking Firm of Accountants Maintaining Directors Details and the Directors Report Ltd Company only Click the Directors tab the following screen is presented A 0845 456 3103 d support keytime co uk 12 Accounts Production Management Ex Client Page Selection Contacts Directors Accountants Accounts Accounting Policy Notes Name Es John Demo BB sane Demo 0 0 Date Ceased Number of directors to whom retirement benefits are accruing 24 2 Aggregate monetary value of non cash benefits 2500 1800 Directors Information Directors Report Click here to add maintain directors EJ MYYYY Appointed Ceased Reason Shares This Shares Last 1P Started LP Ceased a 0 0 DD MM YYYY r Indemnity Provision Date started DDMM YYYY EM Date Ceased DDMMYYYY Ordinary Shares 0 Current Year This Year Last Year Ordinary Shares g Previous
63. ts and it appears directly below the account code it is based on it has the same main account number and a sub account code in the Sub field t 0845 456 3103 aie support keytime co uk 16 Group Level 1 Turnover Group Level 2 Group Level3 _ Credit Debit Domestic Sales 1000 0 o0 0 00 0 00 0 00 Foreign Sales Newspaper Advertising D1 0 00 0 00 0 00 0 00 Cost of Sales Opening Stock Opening Stock Raw materials 1200 0 0 00 0 00 0 00 0 00 Opening VIP 1201 0 0 00 0 00 0 00 0 00 Opening Stock Finished Goods i 1202 0 0 00 0 00 0 00 0 00 Opening Stock Other resale 1203 0 0 00 0 00 0 00 0 00 Purchases Purchases 1210 0 0 00 0 00 0 00 0 00 Closing Stock Closing Stock Raw materials 1220 0 0 00 0 00 0 00 0 00 Closing WIP 1221 0 0 00 0 00 0 00 0 00 It is important to note that sub accounts mirror main accounts in every way If for example you create a sub code based on Entertainment and call it Entertaining Disallowable the sub code will behave in the same way as the main account that is to say the balance will not automatically be treated as a disallowable expense when updating the tax return Renaming Accounts You can rename an account by clicking the account code and clicking the Rename Code button Note that you may only rename an account you cannot change the way in which it behaves or the location it appears in the reports Favourite Account Codes Accounts
64. urrent year Importing Data from Keytime Books Accounts Production can seamlessly retrieve the client s ETB from Keytime Books and bring it into Accounts Production Follow these simple steps to setup and retrieve the ETB e You will need Your client reference for this client from Keytime Books Your user name this is your email address used to send your Keytime Books introductory email Your password as specified when you authenticated your Keytime Books account Your URL this is detailed in your Keytime Books introductory email e To store your user name password and URL click the Edit menu select Startup click the option to Setup Keytime Books Import Detail Enter the details note that the password is case sensitive General Notes on importing data from Keytime Books The import routine will check that the ETB from Keytime Books is balanced and disallow the import if not The import checks two things Does the ETB balance if no an error message is displayed and you will be asked to correct the ETB in Keytime Books If the ETB is in balance the import checks that all accounts with balances have been mapped if not an error message is displayed asking the user to complete the mappings The Keytime Books ETB is imported as a posted journal you can view this journal and un post or amend it see section Reversing a Journal The import process will prompt for an ETB year end date The import routine checks this date again
65. ustment in either the Adjustment Debit or Adjustment Credit fields The resulting balance is displayed in the Total column Click Commit Adjustments to adjust the balance Once you start to use Adjust Balances the system will retain adjustments in the Adjust Debit and Adjust Credit fields subsequent adjustments can be made by amending the adjustment figure e You can clear any adjustments made by clicking Clear Adjustments this will clear any adjustments you made in this session prior to clicking Commit This is useful if you made a mistake in the current session and you need to reverse the adjustment e Clear All Adjustments will clear ALL figures in the Adjust Debit and Adjust Credit columns regardless of whether they are committed or not Account balances will also be adjusted accordingly e The retained profit or loss is displayed in the bottom centre of the screen The Balance field shows the difference between the debit and credit columns e It is important to note that if you move off the Adjustments screen after making entries and without clicking Commit your changes will be lost you can commit changes without balancing your adjustments and then revisit the screen to balance things up You will be warned that the accounts are out of balance t 0845 456 3103 P support keytime co uk 32 Take on Opening Balances and Comparatives

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