KEYPrime Accounts & Property Range. Spring 2018 Release Version

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1 KEYPrime Accounts & Property Range Spring 2018 Release Version

2 Contents Launchpad... 4 Check for active users on Upgrade, Restore and Year End... 4 Note for Network Administrators... 4 Accounts... 5 Setup... 5 Layouts... 5 Users... 5 Dashboard... 5 Entries... 5 Recurring Entries... 5 Cheque Total... 5 Copy and Paste... 5 Bank Payments /Receipts... 6 Bank Transfers... 6 Nominal Journals... 6 Daybook... 6 Part payments... 6 Accruals and Prepayments... 7 What to Pay/Receipt... 7 Ledgers... 7 Traders... 7 Bank... 9 Nominal Summary report by Analysis Fixed Assets Items VAT Management Balance sheet Progress reports Cash flow Analysis Code reports Custom Reports Audit Utilities SOP / POP Order Status... 14

3 Refresh list Daybook Print Invoice expected date Multi-Currency Client Accounting New Modules - Accounts Auto-match Bank statement import Geofolia crop recording link Buying Group import Property General Map link Diary Demands Properties Tenancy Tenants Admin Works Manager Contractors templates Reports Works Manager SOP/POP link (module) Client Accounting Agent Fee Default bank Detailed property statement New Modules Property Work Flow module SUPPORT LINE INFORMATION Dates for your diary Additional Module Options... 23

4 Spring 2018 Release 7.0 Notes Launchpad The update option is shown on the bottom right hand side of the screen. Launchpad specific help is now available when you click on the question mark. If your data version is higher than the program, then a link to download the program from our website will appear. Problems with update settings are displayed on the Launchpad, when detected. Launchpad will attempt to resolve those that it can. To comply with forthcoming GDPR regulations, and general data security, some functions will no longer show on Launchpad according to mode of operation, and whether a valid admin user name and password has been entered for the selected company. Data backup will remember the name of the database that was last used for the selected company for each user. Check for active users on Upgrade, Restore and Year End When upgrading, restoring data or Year ending a company a check is made to see if anyone else is logged on to the database. A list will appear showing the users with the date and time they logged in and last checked the database (heartbeat). For professionals upgrading client data, if it has just been restored it will show who was logged in when the backup was taken and can be ignored. Note for Network Administrators If you do not update the Server s Updater Service program, at the same time as updating workstations, users will see a caution sign on their Launchpad, as bellow: The warning is yellow so it can be ignored, but it is a nagging reminder. To obtain the latest Updater Service install, use the following link on a browser on the Server. This will automatically download the install. Which you will need to run with the appropriate admin rights.

5 Accounts Setup Layouts There is an option for you to save the s to draft or a specified folder in Outlook before sending, rather than needing to review each invoice as generated. This setting will be applied for the Windows User profile across all your companies. The option to print a copy invoice for those ed can be set as a default. Users The sign in code for Users may be changed by directly editing the User record in setup. Unused user codes may be deleted. Dashboard The company colour will be used as the background for the dashboard making it easier to spot which company is in use. The diary listing screen can be sorted by date, which is saved between sessions. Entries Recurring Entries Intro users will be able to access the Recurring Entries module. New recurring Nominal Journal entries will default to today s date rather than the most recently saved transaction date. Cheque Total When entering Purchase Payments or Sales Receipts, if the cheque total is left as 0.00 the value will automatically update as each invoice is marked for payment. Where the method of payment is Allocation only the value will never change from Copy and Paste Right clicking options on the entries grid will show copy and paste cell, allowing you to use Ctrl + L to copy the full contents of the cell and the windows shortcuts to copy descriptions etc.

6 Credit notes colour bar now fades to the colour of the ledger so that Sales and Purchase credit notes can be better identified. Bank Payments /Receipts BP and BR transactions will show a warning if there are postponed Invoices for the trader as well as any unpaid Invoices. When the full amount of a BP or BR has been allocated on entry, hitting return to save the entry will no longer open a second screen to enter additional information. Bank Transfers Bank transfers may be copied from within the Bank Transfer screen, rather than having to select from the daybook. The reconciled statement reference is shown for both the from and to part of the transaction. Nominal Journals Copied journals have the same behaviour for allocating a reference as newly entered journal entries. The back screen on a journal entry no longer closes automatically when the journal total reaches 0, this allows pairs of matching journal entry item lines to be added without having to constantly re-open the back screen. When entering a Fixed Asset transaction only Fixed Assets linked to the entered nominal code will be shown for selection. Daybook Excel exports direct from the Daybook could fail where Invoice Numbers were confused between text and numbers. For better clarity cash bank payments will show Cash rather than Cheque in method of payment. Selecting print without first choosing what to print will highlight all transactions and default the option to print all unprinted transactions, this feature also applies to the SOP/POP daybook. Part payments There is now an option when listing using the day book to see all the part payments attached to an invoice. This can be very useful in tracking a transaction that has several part payments posted against it.

7 Accruals and Prepayments Should you accidentally choose the wrong type of Accrual on saving, this can be edited and another option chosen without needed to remove and re-enter the transaction. Stock Transactions Stock transfer screens no longer prevent values over 100,000 being entered. Where a trader has a default nominal code that is linked to stock set, this will show the stock entry prompt when creating new entries. What to Pay/Receipt A column to show the number of days outstanding for each invoice has been added to the What to Pay and What to Receive grids. Ledgers Generally selections made for reports are retained for the duration of the session. Traders Trader Defaults include a default bank account, this can be used to identify foreign currency traders.

8 Trader ledger reports Trader ledger reports, detailed or summary, show more clearly whether invoices have been part or fully paid. Age of Credit report detail This report will sort the detailed lines by date and transaction number within each trader. Excel Export - Addresses Multiple trader addresses may be exported for those with the Excel Export option (all Advanced users).

9 Statements from Debtors When ing statements from the Customer Debtors button, there is an option to also attach the invoices that relate to it as pdf files. Drilldown on Sales and Purchase on Account items in the trader Debtor/Creditor sections brings up the relevant entry screen instead of showing an error. A Receipts Due report can be found in customer ledgers, this is similar to the payments due report on Suppliers with the same options. Notes/Diary Actions New notes and diary actions, for traders, default to the first note code in the list. This saves the need to select a code unnecessarily. Bank A check is made to warn if entries are past the new date on the statement when editing a saved bank statement.

10 Nominal Summary report by Analysis The nominal summary report can be shown at an Enterprise and/or Analysis code level by selecting the codes required. Where VAT only has been entered on an invoice this will now show on the Nominal transaction report. An option is available to show the Foreign Currency value against multi-currency transactions on the Landscape version of the Nominal Transaction report. Fixed Assets A number of additional checks have been made when adding fixed asset transactions. These are included to prevent assets being sold or purchased twice, added to after they have been sold or depreciated below their residual value. The fixed asset transaction report provides a drilldown to open up the entry selected.

11 A bespoke Report Heading is provided on the NBV report to allow entry of additional information such as which Enterprises are include on the report. Items A facility to update the prices in bulk. Select the items that you wish to update and choose the Update Prices button. The selected codes may have their prices updated by a percentage, and fixed value, or set to a new value as a whole. Alternatively you may chose to work down the list entering a new value for each item code. You will be able to see the new price, as well as the change amount and old price on the screen before saving the change. The screen will default to showing prices to 2 decimal places, where more accuracy is required uncheck this option and 5 decimal places for each price will be shown, by selecting each item individually prices to 7 decimal places can be entered. Items reports have been added to the Management Favourites options. VAT Making Tax Digital VAT submission Key Prime now has the ability to send the VAT return to HMRC digitally the Green HMRC button that appears once a VAT return has been confirmed, now has the option to connect to the government gateway by clicking on the cloud. This will open another box for you to fill out your credentials and save them if required the information from your 9 boxes will then be uploaded directly to HMRC. If you click on the wording HM Revenue and Customs you will still be taken to their website to enter your details in. We are also assisting HMRC in piloting the new VAT submission element of Making Tax Digital (MTD). In order to use this route to submission you will need to be enrolled with HMRC. Please contact the support line for details if interested.

12 Detailed Vat report The detailed VAT transactions report from the VAT return provides a landscape option which allows the Analysis code information to be displayed. Both the detailed and summary VAT return supporting reports can be sorted by Trader, rather than the current by date within the grouping by Income and Expenditure and VAT code. Cash based VAT reports show the payment transaction numbers relating to the claimed amount rather than the original invoice transaction number. EC VAT report An EC VAT report is provided for those businesses that trade with other European Union countries and need to submit this extra information to HMRC, these are run from the VAT return screen and support the relevant return.

13 Management Management Reports will hold the settings used for the next time they are run during the session. Balance sheet Balance sheet by Nominal has drill down enabled so that the supporting information for the values shown can be produced. This uses the relevant reports at the opening or closing dates of the balance sheet. For Stock and Fixed Assets this will always be at the closing date as the report includes both opening and closing values. Progress reports When including last year instead of a budget, the report will show a total of the actuals for the 12 month period prior to the start of the report. Cash flow Individual bank account reports can be exported directly to Excel retaining the calculations. Analysis Code reports The Amalgamated Analysis code report available in KEYPrime Advanced provides an option to include entries with no Analysis code. Custom Reports Sub groups can be deleted from Custom Reports. Deleting a group will move the nominal codes to the Not in report group. Performance of Custom report generation has been improved. The direct Excel export of reports could interfere with the rounding of values, this has been remedied. Management report order could be confused where nominal codes were included in Group types and Sub groups of Group Types.

14 Audit The actual payment method has been added to the report to distinguish cheque, direct debit etc. Transaction Audit has been amended to show only the transactions for the selected user when filtered. Utilities Verify Verify includes an option to ignore transaction date warnings, which should save time for property users who often process demands ahead of time. Transaction Import (module) The Bank Payment and Receipt transaction import will no longer fail when duplicate cheque numbers have been used in the import file. Column name substitution in excel imports was ignoring the settings in some circumstances. Invoice Due dates set in the import file will be used on the transaction, if the default trader terms is required to overrule this exclude that column from the import definition. SOP / POP Order Status The status of new POP and SOP entries can be set at creation time, this defaults to the first status on the list, it can be changed prior to saving. The status will apply to all item lines on an order. Documents can be added to Sales or Purchase Orders using drag and drop as with regular transactions. Refresh list The daybook can be reloaded without the need to close and open it. This is important for networks where several users can be adding Orders simultaneously. The system periodically checks to see if new entries have been added and when detected the refresh button displays an alert. Daybook Print The list of Sales or Purchase orders can be produced in summary form as well as detailed, the summary version will include the total of the Net, VAT and Gross for each order alongside the description of the item line with the most significant value.

15 The quick screen print option is now available using right click and print. Invoice expected date Rules for calculating a sale or purchase order s expected invoice date can be set in the Entry defaults part of Set up. With the Invoice Expected Date option set on Order Invoice Date, you are able to set the rules for calculating the Invoice expected date from the Order date. Dispatch notes can now be ed from the dispatch screen. Multi-Currency The landscape version of the Nominal Transaction report has a Transaction currency option. This shows the foreign currency symbol and value on the relevant transactions. Client Accounting A Landlord s total balance column is available in the field chooser. This shows the total of all bank balances for a Landlord regardless of date, i.e. future dated entries will be included. Landlord statements include an option to show Net and VAT for each item line on income and expenditure. Management favourite reports include the option to set up Landlord reports and options.

16 New Modules - Accounts Auto-match Bank statement import A new feature to allow automated matching of bank statement information with entries in KEYPrime has been developed and will be widely available in the autumn. For this release we will be piloting this with a selected number of volunteers to iron out real world issues with the various data formats that come from the different banking systems. If you are able to provide bank statement information in an OFX format and wish to assist us in testing this feature please contact the support line or your area sales consultant. Geofolia crop recording link. A link between KEYPrime accounting applications and the Geofolia crop recording package provided by Landmark Systems has been developed to eliminate the duplication of effort in entering Input Invoice information in both packages. Please contact support or your area sales consultant for additional information about this feature and the Geofolia crop recording package. Buying Group import A facility has been developed to assist Framlingham Farmer buying group members to import invoice information into Key Prime Accounts. A facility already exists for Anglian Farmer members. Please contact Landmark to discuss options for other buying groups to use these features.

17 Property General Map link The Map-link to Pear Mapping and Mapmaker Pro V4 can be used to show multiple properties on maps from the Property, Tenancy, Tenant and Diary sections. Select several records and from the GO TO option choose show on map. This is also available on the right click menu for sections other than Diary. (You will need Pear Mapping or Mapmaker Pro V4 for this link to work) Listing screens Tenant and Property listing screens status columns that show Empty or Not in use now show at the top when sorting, this has been achieved by putting a space in front of each. Non Active codes Non active codes no longer show in the drop down lists when entering data. Diary Work has been undertaken to improve the speed and general performance of Diary actions and listing. Tenancy type code and name has been included in the available columns for the diary. The Calendar view of the diary allows processing (editing) of diary events. Colours set for diary actions are reflected on the calendar view. Demands Tenancy type fields are available on the Field Chooser in demands to assist demand processing by batch. The demands to process report has an option to sort by tenancy type. The demands to process report can also be run by the selected, or all, demands option. Demands ended report was not showing the next rent demand number if the review had been processed. Properties The tenant s home and mobile phone number fields are included on the Property details report where a current tenancy exists. Values over 10Million can been entered in all the property value fields.

18 Enterprise code has been added to the columns displayed on the Accounts Tab, this also includes Journal Transactions linked to the property. These entries cannot be edited via the property program. Historic and new tenancies can be added through the Tenancy tab on the property. Tenancy An option to allow for rounding of the Annual rents based on period rents has been added to the tenancy screen. When setting the amount per demand this can be different to the annual amount divided by the frequency, with the option selected we are no longer forcing the calculated value to be used so it can be overtyped. Where the difference is greater than 1 a warning message is shown. The performance of generating tenancy reports has been improved as these could be slow in getting all the information required in some cases. Tenants Tenant rent book balances could be confused where Purchase Payment transactions were used to settle customer accounts. These reports have been tuned to improve the speed of calculating open balances, to prevent the program timing out on large selections. Balances on Word letters could be incorrect if the property Analysis code was not used on accounts transactions. Admin Verify Verify includes an option to either export problems found to Excel or produce a printed report. Code change When merging two tenant codes a duplicate link to the customer ledger could be created if the original code was not deleted.

19 Works Manager The experimental code maintenance forms in Works Manager proved to be less satisfactory than the established approach, and as such we have changed these to work the same as the rest of KEYPrime. This has allowed us to now expand the functionality of codes so that:- Contractors Contractors are now like traders in the accounts, copying an address for the contractor is done via the elipsise button on the Address tab A single contractor in Property can now be linked to the relevant supplier codes in each set of accounts on the Supplier Link tab. This allows works orders generated for a contractor to automatically select the correct accounts code trader. Comments can be added to contractors in the same way that notes are added for traders and tenants. There is no note type for contractor comments just a subject and description field as these are not there to be reported on, notes for Suppliers and Customers should be added in the normal manner on the relevant set of accounts. templates Contractors Name field is now available for use in the templates. A Hyperlink field can be added into the template, this can be used to quickly open the relevant task from the . (Recipient will need KEYPrime property to open it, more likely it can be used by the sender when a response has been received) When sending s the last To field used is remembered as the default for the next .

20 Reports The detailed tasks report includes the task creation date and time as well as the days elapsed from creation. The Summary task report shows the number of days from the due date. Works management tasks linked to the tenant will appear under the tenant s diary. Changes to Works Manager codes are now logged in the audit history for property. Tenancy notes created from tasks are no longer removed when ending a tenancy. Word letters from tasks would give an error where the length of the text in the contact fields was greater than 20 characters. Works Manager SOP/POP link (module) Task type codes include an option to link them to both a Sales and Purchase Item type code for each Landlord. When creating a Purchase Order from a task it will default to the supplier linked to the contractor associated with the task for the selected landlord, and will automatically add an Item line using the default purchase Item code for the task. When creating a Sales Order from a task the order will default to the customer code for the Tenant and will automatically add an Item line using the default sales Item code for the task. Once an order has been created it may be ed along with a word letter created from the task, and that word letter can then be attached directly to the task record all in one action.

21 Client Accounting Agent Fee An Agent fee transaction number column is included in field chooser for Sales Invoice listing screens. This shows that an Agent fee has been raised against an Invoice. Default bank A separate default bank account may be set for income and expenditure for each Landlord. This is set on the client accounting tab in property or defaults tab in Accounts. These defaults are used when adding new Invoices for the pay bank, and the actual bank when adding Bank Payment and Receipts, or Purchase Payments and Sales Receipts. Bank Transfers ignore these defaults. Detailed property statement A customisable Property statement report is provided to give detailed breakdown by Landlord, Property and Tenancy of the activity for a chosen period. In properties section select the Detailed Statement option and chose new from the report screen. Enter the name of the layout, select columns 1 to 4 in turn, choose edit and set the desired name then drag relevant codes in to each column. The statement must be run separately for Income or Expenditure. It shows the opening balance, the details of Invoices raised and the payments made or received in the period with the closing carried forward balance. A page break between each Landlord allows the report to be broken down and provided as accompanying information for regular statements. New Modules Property Work Flow module A Work Flow App has been developed as an extension of the KEYPrime Works Manager Alerts module. This is in early beta release testing and feedback with a handful of progressive estates and should be on general release later in the spring. Please feel free to discuss any interest that you may have with your area sales consultant. The App is available on both Apple and Android platforms.

22 SUPPORT LINE INFORMATION Telephone support is available on :00 to 17:30 UK time Monday to Friday. Limited cover is expected during Landmark Internal Training Days which are planned as follows. 13 th March th & 7 th June th & 6 th September th & 21 st December 2018 See website for updated news Support questions by can be sent to technicalsupport@landmarksystems.co.uk Videos and printable guides on frequently asked questions can be found at You may also check for the latest updates and news at the same address Dates for your diary Shows and events that Landmark will be present at in th March 9-11th March 13th 14th June 20th June 21st 24th June 26th September 3rd October 11th October 7th 8th November 13th November 21st November 29th November 28th- 29th November Agri Expo. Kent IAgSA Conference Bangor Wales Cereals, Royston Arable Event Shropshire Highland Show, Edinburgh East Kent Ploughing Match, Dover South West Dairy Event, Shepton Mallet South East Property Show, Paddock Wood Farm Business Innovation, NEC HHA Show, London Agriscot, Edinburgh CLA Conference, London Croptec, East of England showground.

23 Additional Module Options Module Questions to ask What does it do? What are the benefits? Invoice import Do you purchase goods through a buying group? Do you spend time keying in the invoice information from the buying group? Enables easy import of buying group files containing transaction information. Can be set up to automatically scan a folder on your computer and prompt you to import transaction data, thus partially automating the transaction importing process. Time saver import rather than key in data. Greater accuracy so easier bank reconciliation and accurate management information no keying errors Transaction Import Pack (csv and Excel) User Roles Enterprise Rights Electronic Receipts (Direct Debits) Do you spend time re-keying information which you already have in Excel or csv file formats? Do you need to restrict what your staff can do when using KEYPrime? Do your staff use KEYPrime in different ways e.g. sales only, purchases only etc.? Would you like other users to be able to see reports on specific Enterprises but not have access to anything else? Do you spend time chasing late payments and late rents? Would it be better if rent and other payments were collected by direct debit? Import Orders, Invoices, Bank Receipt/Bank Payments via Microsoft Excel or. CSV file Create roles allowing access to certain menus within the system and define whether read only, write only or both. Allows to give a user a range of rights both entry and readonly restricted to specific enterprises. This user may only post to and report on the enterprises they are authorised to access. Direct debit mandate setup with customer or tenant. The software sends request for payment to be collected from the bank. Greater accuracy eliminates human error when re-keying. Data protection of client information. Easier for staff to use as they see only what they need. Prevents errors or inappropriate editing of information. Better management: gives managers access to real time information about enterprises which are their responsibility. Saves time for other users as they do not need to provide reports for multiple managers. Data control users only access what they need. Monies collected on time. Saves time chasing debtors Greater accuracy and easier bank reconciliation.

24 Module Questions to ask What does it do? What are the benefits? Alerts (Property) Do you spend time reminding contractors and staff about activities already in your Property Diary? Do contractors and staff forget scheduled tasks? Will generate automatic reminders to contractor/tenant/landlord/as signee based upon chosen Diary entries. No job gets missed. Less time chasing, more time on productive work.