- Do I always have to enter the full date with 4 digit year?
- Reports are not displaying. What can I do?
- What keyboard shortcuts are available?
- Do I always have to select options from a drop down with my mouse??
- Can I control what one of my staff sees?
- Can I edit any transaction on Liberty?
- My bank Reconciliation History is showing salmon coloured lines - why?
- I'm eligible for Gift Aid Small Donation Scheme (GASDS) - how do I record eligible donations?
Do I always have to enter the full date with 4 digit year?
No - you do not have to enter the full year or prefix single digit day or month with a zero. Dates are displayed in a standard UK format i.e. dd/mm/yyyy but you can input part of a date and the system will guess any part of the date not entered based on the current month and year as you leave any date input field.
e.g. type 6 in a date input field and the system will set the date to be 6/[current month]/[current year].
Reports are not displaying. What can I do?
Because Liberty Accounts uses popup windows in the application to present reports, help and other information to the user while keeping the originating page available, you will need to ensure that Liberty Accounts is permitted to open popups by your browser and any other software that is monitoring for popups.
What keyboard shortcuts are available?
If you see a button with a letter in brackets the bracketed letter is the keyboard shortcut for the button. e.g.
Different browsers use different keys to activate keyboard shortcuts. Usually one of Alt + A, Shift + Alt + A or Cmd + A will achieve the desired results. If not search the help for your browser using key words like "keyboard shortcuts".
Do I always have to select options from a drop down with my mouse??
Dropdowns in browsers will move to the first occurrence of the letter(s) you type in a dropdown list. If you pause while typing the browser will stop searching through the list so keep typing if you want the dropdown to move to the start of a sequence of more than one letter.
Can I control what one of my staff sees?
Yes, Liberty has different access levels so, for example, if a staff member is solely responsible for the sales side then their access can be restricted accordingly. Access levels are defined when the user is initially created but can be amended through the User Access - Manage User Access menu item from the first menu.
Can I edit any transaction on Liberty?
Any transactions, up to a point where it is locked, can be opened and edited on the system. A transaction is locked due to any of the following:
- it is included in a VAT Return
- it has cash (receipt/payment) applied with it;
- it has been reconciled to a bank statement
- it is in a closed year;
- it is dated before the transaction lock date on the business profile.
With the exception of a situation where a transaction has been included in a VAT Return it is possible to 'undo' the other options to open the transaction for editing.
Having said the above, Liberty Accounts offers tool called Analyse which is available from the account menu to the left of the transaction. This tool allows you to make corrections to the analysis (i.e. not the amount) even when the transaction is locked. The only exception is where the transaction is in a locked year or a locked due to a lock date having been entered in the business profile. Care should be taken when re-analysing transactions.
My bank Reconciliation History is showing salmon coloured lines - why?
Using the Analyse tool it is rarely necessary for you to unreconcile a transaction but, on occasion, that might be a required course of action to make a correction. Where you unreconcile a transaction from a historic reconciliation then that removes that transaction from that reconciliation and the ending balance of that reconciliation will no longer be the starting balance of the following one. The salmon lines are a visual indicator of this being the case.
Where you see salmon coloured lines you will also see REALIGN BALANCES. Clicking this button will, as the title suggests, realign the balances i.e. correcting the running balances. You can then perform a manual Reconcile to reconcile transactions that should be reconciled (the unreconciled transactions at any give time can be seen by clicking on the printer icon and reviewing the report.
NOTE - the REALIGN BALANCES and subsequent manual Reconcile is not the only option to correct your position as you can also 'slip in' a manual Reconciliation between the reconciliations where the flow has changed due to you unreconciling a transaction.
I'm eligible for Gift Aid Small Donation Scheme (GASDS) - how do I record eligible donations?
Not-for-profit user are, potentially, eligible for GASDS. Where you are eligible then ensure you have configured 'Donations - Configuration' confirming your HMRC charity reference and, where eligible, ticked GASDS Eligible on the Gift Aid Small Donation Scheme section.
Ticking the option will create two system donors (.GASDS and .NON-GASDS). Cash/contactless donations from unnamed donors can be recorded to either as appropriate.
Where you receive donations for a named donor who you have set up as a 'Non-Gift Aid Donor' you will see, when recording cash donations, a flag 'GASDS Eligible Cash Donation'. Tick to include.
Those donations recorded to the .GASDS donor record and those recorded to the named donor who is set up as 'Non-Gift Aid Donor' will be included in the claim produced on Liberty Accounts. The total of other donations will be calculated to determine your GASDS Allowance.