Instant Trial Guide for Commercial Organisations
To help you explore the potential of Liberty Accounts for your organisation and additionally as a training guide you have the ability to create an Instant Trial Organisation. The User may configure an instant trial with an organisation type and features aligned to their interests. The trial entity will have current and relevant data for the User to assess and test out the entity and features. A User may only have one trial entity of any particular organisational type at a time so when a new one is created the previous one is removed.
The Instant Trial Organisation will be available on the system for 28 days from the date of creation when it is automatically deleted. Simply create a new one as and when required.
This guide addresses the following topics.
- To Start
- Tour of Liberty Accounts
- Beginning the Tour
- Paying an Outstanding Bill
- Receipt of Cash
- Bank Statement download and reconciliation
- Closing the VAT period
- Employee Expense Claim
- Running a Payroll
- Recording a Dividend
- Closing the Financial Year
- Profit & Loss and Balance Sheet reports
- Continue to try out features
Navigate to the ADD Menu and click on Instant Trial, a screen is presented that allows the User to chose the features of interest.
Select the Business Type of interest from either: -
- Limited Company
- Limited Liability Partnership (LLP) or Partnership
- Sole Trader
In addition to basic data some optional trial features may then be added to the entity. Select by ticking the feature require. Un-tick those not required. Note the optional features are organisation type dependant so a User may not be able to have them all on a particular entity.
In this instance ensure that Payroll is selected. When SUBMIT is clicked the trial organisation is created.Return to the list of topics in this user guide
Tour of Liberty Accounts
A basic appreciation of Liberty Accounts can be achieved if the following working tour is undertaken. Note that some screens may show different information depending on the organisation type, but the principles of the transaction remains the same.
You do not have to complete it all at one session but sign in and out as often as you desire and just pick up from where you left off. Remember you can use any suitably specified Internet connected PC from anywhere, there is no need to be at your usual PC.Return to the list of topics in this user guide
Beginning the tour
From the first screen (entitled 'Your Accounts on Liberty') select the newly created Trial Organisation by clicking on the OPEN button adjacent to the organisation details. You are now working in the entity and on the Organisation Home Page where the left hand side shows open sales invoices plus cash flow graphs with the right hand section showing open bills. Underneath are key accounts that are typically monitored (these can be amended to your chosen accounts).
Note the symbol on the top right of the screen opens up a feature for adding, editing and reading notes.Return to the list of topics in this user guide
Paying an outstanding bill
Increasingly the secure bank transaction download is used to record payments, which we will cover later. Supplier bills are overdue by many days (30 or more) and needs to be paid immediately.
Use Pay Bills accessed via Expenditure menu.
Click on Office Products Ltd and the screen will present the bill(s) outstanding for that supplier.
Accept the date (as today) and select the method of payment as Payment Select the Current Account in the bank account drop-down. A reference may be entered if required. Tick the box against the two bills being paid (in this case for a total of £332.20). Click on SUBMIT to record the payment.
The screen returns to the list of suppliers with outstanding bills. A blue PRINT button is briefly visible on the top right of the screen this produces a printable remittance advice.
Note the remittance advice may also be printed from the lists of payments.
Expenditure - Payments & Transfers - from Action BOX adjacent to the relevant payment - Open - Print
To see the impact, go to Expenditure menu and select Bills/Credits Notes. Enter a From Date four months earlier and Status is ALL or CLOSED. The bill is now shown as paid and the transaction locked. On the Home Page the Unpaid Bills Aged Summary section has now been updated.
Note clicking on the network symbol will open up a dialogue showing the details of the payment allocation. The payment may be de-allocated if desired and subsequently re-allocated or deleted.Return to the list of topics in this user guide
Receipt of cash
Increasingly the secure bank transaction download is used to record receipts, which we will cover later.
A customer has just part paid an outstanding invoice. The customer is Venus Management Ltd and an amount of £1838.00 has been received with the remittance advice from invoice number 00010355.
Use Receive Payments accessed via Income menu.
Accept the date (as today) Select the current account from the deposit to drop-down. Add a reference note (if required) and enter the Receipt as £1838.00. Tick the box against the relevant invoice; the amount received against that invoice is displayed. Click on SUBMIT to record the receipt.
To see the impact, go to Income menu and select Customer Invoices/Credits, the status of the Venus Management Ltd Invoice is shown as closed and the transaction locked. On the Home Page the Open Invoice Aged Summary section has now been updated.
Likewise select Receipts and Deposits, details of the received payment are displayed. Included on the Action Box is a VOID action. Only use this in the event that the payment is dishonoured, the system will show the receipt as well as the reversal in the bank account (matching the bank statement entries) and will also restore the receivable item.
Note clicking on the network symbol will open up a dialogue showing the details of the receipt allocation. The receipt may be de-allocated if desired and subsequently re-allocated or deleted.Return to the list of topics in this user guide
Bank Transaction Download and Reconciliation
We have downloaded, through Liberty Accounts secure bank download (no banking credentials are stored in the database) the latest bank transactions and now wish to analyse them.
Navigate to Bank Import from the Bank menu, hover the cursor over the relevant bank to open a sub-menu.
Bank - Current Account - Bank Import
The imported bank transactions are displayed.
The system identifies possible matches to previously entered transactions and also applies rules when they have been set. The following is a guide to processing imported bank statements.
Bank Statement Import
The screen is used to process imported bank statement items.
Processing an uploaded statement
Whichever import approach is taken the statement details are presented in the Statement Item list.
The statement item list consists of two columns. The left hand column displays all the items that are on the bank statement. The right hand column shows possible matches that the system has found and offers a description of what that may mean. Where nothing is shown on the right hand column adjacent to an item, the system has no suggestions.
Initially when a statement is imported the system uses the default window of 30 days from the date associated with the imported transaction (the date given by the bank) to look for a match. In most cases this window will be sufficient and is the most efficient in processing terms.
However there may well be transactions (often cheques)that are presented to the bank outside of this 30 day window in which case the system will not present a match. A user can therefore chose to extend globally the match window by either :-
- 60 days
- 90 days
- 90+ days
Where an organisation has a significant number of transactions extending the global window can potentially extend processing time.
Note where more than one matching transaction may exist click on the blue … symbol to pick from a list and if required extend the match window days to suit for this transaction.
Processing statement items
When an item has been processed it disappears from the screen. Note to show all items that have been dealt with click the SHOW ALL button at the base of the page.
For those items where there is nothing in the right hand column the user will create the transaction (as the system does not already have it). The process of creating the transaction will also reconcile the item. Click the green + symbol and the Add Transaction screen is presented, see Add Transaction - from Bank Import Item Processing for more information.
Where an item is matched to a transaction that has been already posted and reconciled, the right hand column displays the shield and tick icon for reconciled. Click the green OK button to confirm.
Where an item is matched to a transaction that has already been posted but not yet reconciled, the right hand column displays the green OK button. Click it to reconcile and confirm.
Where a processing rule exists the right hand column identifies the rule and describes the impact. To accept the processing of the rule click the green OK button. Where more than one matching transaction may exist click on the blue … symbol to pick from a list, if none apply then green OK button.
Note where the imported value could be allocated to outstanding documents such as invoices or bills. a list of documents is presented when the green OK button is clicked. If the user would prefer to not allocated to documents then click ADD, in the left hand column to enter a specific transaction.
Employee Expense Claim
An employee expense claim (or a mileage claim where the employee is using their private vehicle for a business specific journey) can be recorded as a repayment to the employee either directly as a bank transfer, or if the employee is a director via the Directors current account or included with the net pay via a payroll run. A hard copy of the expense or mileage claim is available to be distributed (or signed off) to the employee. Expense and mileage claim are accessed via the Expenditure menu.
Expenditure - Add Expense Claim (or Add Mileage Claim)
Select the method of reimbursement, in this case Payroll. In the A/C field select the Expense Claims from the drop-down list to make the reimbursement via a payroll run. Select the Claimant. Enter a reference if required and amend or leave the default date. Click ADD ITEM; Select Printing and Stationery Costs from the Account drop-down. The Gross Amount as £75.00. SAVE ITEM to confirm the line item and add additional lines. Click SUBMIT to record the transaction.
The expense claim can now be reimbursed in the next payroll run as an additional amount to the net pay. See below.Return to the list of topics in this user guide
The system has a fully integrated payroll. The following is a very brief overview of it use. The current income tax year has been pre-set, and can be inspected by navigating to the Payroll menu.
Payroll - Configure Payroll - PAYE Settings
Some pay elements have also been set up in readiness to create a payroll. The pay elements are:-
- Staff Pay
- Expenses Claimed
- Director Pay
These may be inspected, amended or added to (for say an Overtime element) by navigating to
Payroll - Configure Payroll - Payroll Elements
Details of tax codes, employment dates and rates of pay for each employee have also been pre-set but can be reviewed and changed if required by going to the Manage Employee menu.
Payroll - Manage Employee
A screen is presented that lists all employees and by clicking the Action Box offers access to their employment details, the Tax & PAYE data, their pay, deductions and pension details. Note: - When running regular payrolls pay data can be amended in a Quick Pay/Deductions screen and does not require a user to edit each employee individually.Return to the list of topics in this user guide
Running a Payroll
As all the necessary information has been pre-set, simply go to the Payruns menu and run the payroll.
Payroll - Payruns
Select PAYE Payment Date in this case the Date Paid is the 31/05/2018. Click SUBMIT. The Payrun is now displayed in the redrawn screen.
Now import the expense claim by clicking IMPORT EXPENSES and click Add to Pay the particular claim. Click SUBMIT.
CALCULATE the payroll and the screen redraws again with the status updated and the FPS ready to file and close the payroll.
Navigate to reports for payslip and payroll run summary
Payroll - Reports - Payslips or Payroll Run Summary etc.
Have a look at the reports available including payslips, payroll run summary and P11 deductions work sheet.
Note further information of payroll and payroll processing is available from Payroll OverviewReturn to the list of topics in this user guide
Closing the Financial Year
The financial year ended on the last day of the month two months before the date of the creation of the trial organisation, e.g. if created on 5th April 2018 then the year ended on the 31st Jan. 2018. Whilst the New Year is available to record transactions entries for the old year can still be adjusted until closed after which no further changes are possible.
The year-end routine is accessed via the Control menu.
Control - Batch Jobs - Close Financial Year
A drop down box offers the year that is to be closed (pending year). Select this year and click on SUBMIT to continue. A warning is displayed; click OK to complete the routine. The system confirms with a message at the top of the screen and a batch run summary screen is displayed.
Items that were recorded in the closed year are now frozen, the status indicated by a padlock symbol. If an attempt is made to enter a transaction into a closed year, the system will prevent it. Staff with the appropriate access level will be able to enter a Journal to a closed year.Return to the list of topics in this user guide
Continue to try out features
Liberty Accounts offer a range of fully integrated features such as Bank Statement download, P11D Benefits and Expenses (with online filing through the Government Gateway for RTI payroll submissions and P11D?s).
To explore some of our other features that are not currently activated in the trial company then go to
Control - Organisation Profile - Optional Features
Tick the optional feature(s) you wish to explore and click SUBMIT.
Liberty Accounts recommend that you try out as many things as possible. The organisation is trial and is made available to experiment with without restriction. Help exists for all pages, click on the Help menu.
Don't forget that you can see and use your accounts from any suitably specified internet connected PC from any where, there is no need to be at your usual PC. Also remember two or more persons can be using your accounts from different PC's at the same time, so reviews of data and results with, say your clients or advisor, can be efficiently and readily completed.Return to the list of topics in this user guide