Business Manager

Business Manager

v3.39

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Making Tax Digital for VAT
This version of Business Manager will allow you to make MTD VAT submissions directly to HMRC. Please read the release notes carefully and remember that once you have signed up for MTD you must use this program to submit VAT figures.
You are not committing to use the new method of submitting VAT figures by installing this version of the program but remember that MTD for VAT will be mandatory for the first complete VAT return after 1 April 2019.

New users – For more information about Business Manager read the Getting started and Enhancement guides. These can be found under the Guides & manuals tab. You will also find answers and useful information under the FAQs tab.

Existing users – For more information about this update please read the Enhancement guide carefully before updating. Before you start the installation process check that your licence is up to date and that you have taken a backup of your data. You will also need to make sure the program has been closed.

Windows 7, Windows 8 and Windows 10 operating systems only

*Please note – Windows 7 will not be supported by Microsoft from January 2020.  Future versions of Business Manager will not install onto Windows 7 machines after this date.  Please contact Farmplan to discuss upgrading your PC if this is applicable.

 

Summary of changes

  • Making Tax Digital for VAT
  • Receipt Bank – a third party application that allows you to import pre-coded transactions from scanned documents, emails and a companion mobile phone app.
  • Outlook 2019 – Cash Focus is now compatible with Outlook 2019 (64 bit) for batch emailing documents

 

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Getting started guides

Enhancement guides

A Making Tax Digital overview

When should I sign up for MTD?

HMRC have produced a useful tool that shows the timeline for signing up according to your filing frequency and payment method.

This timeline has been provided by HMRC. To allow you to view this interactive tool please open the link as a PowerPoint presentation and play from the beginning (or press F5). 

Are there any issues with HMRC that are affecting Making Tax Digital for VAT?

Click here to check for information on availability and any issues affecting Making Tax Digital for VAT.

How do I sign up for Making Tax Digital with HMRC?

Click here for some frequently asked questions about signing up for MTD with HMRC.

How do I make a VAT submission?

Click here for some frequently asked questions relating to making a VAT submission.

How do I combine figures before submitting to HMRC?

Click here for some frequently asked questions about combining figures before submitting to HMRC.

Making Tax Digital – Self Assessment for Income Tax

MTD for VAT is the first stage of a longer term view by HMRC to make all tax records digital and available to them.  This will be extended to include all income and expenditure details for income tax purposes.  Initially this was intended to be launched in 2020 but development is currently on hold while HMRC prepare for Brexit.

Potentially there will be 4 submissions a year with income and expenditure details followed by a 5th one at the year end with the accountant’s adjustments.  However, the full details are not yet known of exactly how this will be implemented.

What screens will I get after updating to Version 3.39? (video)

How do I setup MTD VAT? (Video)

How do I make a MTD submission? (video)

You must ensure you have the correct VAT period selected for your business before submitting.

For more information please see additional videos.

When is my MTD submission due?

Click here for more information

Backup

How do I send data to my accountant?

Third party web backup slots can be used to supply a backup of your data to an outside consultant/accountant who wishes to interrogate the data in their own version of Farmplan. For example, if your accountant wishes to have a copy of your data at the year end. His computer will have a different licence so he will not normally be able to see your backups.

Click here for a printable document which details the use of third party slots.

How do I backup my accounts data?

Click here for a printable document

To backup your data click ‘File’ then ‘Backup’. There are 3 tab options:

Local Backup

This allows you to backup your data either on your computer or a removable device such as a memory stick.

  1. On the left hand side of the screen check that the correct business is displayed
  2. On the right hand side of the screen browse to the desired backup location. To expand the tree view click on the +
    (to create more folders right click on the folder and select the option to create a new folder)
  3. Highlight the desired folder click Backup Now
  4. Enter notes if desired (a date and time will be automatically added) then click OK.

Rotation of Backups

Keep a minimum of 2 backups at different stages in time on different sources. We suggest making sub-folders and use them to rotate your backups.
NEVER just rely on one backup – for example a single memory stick, which could get lost or broken.

Private Web Backups

This is the ability to back up your data to a remote web server across the internet. The backup can be restored to any computer with internet access regardless of its location, (providing it has been registered with your licence details and web access code – subject to your Farmplan licence agreement).

A password provides additional security.

NB – Farmplan do not have access to the password. If it is forgotten Farmplan will be unable to help.

You are provided with ten free Private Web slots which are available providing your support contract is up to date. (More slots are available – for more details please contact Farmplan on 01594 545000)

  1. On the left hand side of the screen check that the correct business is displayed
  2. Select the tab called Private Web Backups
  3. Highlight the slot that you wish to use
  4. Password (optional) – Other users can only access your private backups if they are using a computer with exactly the same licence details. However, if you wish, you can also password protect your backups. Put a tick in the box ‘Use Password’ and enter the password in both boxes
  5. Click on Backup Now
  6. Enter notes if desired and click Confirm
    NB – You are transferring data across the Internet so the time taken to make a backup will depend on the size of your data and the speed of your Internet connection.

Other Web Backups

This tab allows you to make Web backups which are available to Farmplan Support staff or authorised third party consultants.

Support Slot – you are allocated ONE free Support slot which can only be accessed by yourself or a member of Farmplan staff.

If you contact us with a query, we may ask you to backup a copy of your data to this slot so that we can restore it for investigation.

  1. On the left hand side of the screen check that the correct business is displayed
  2. Select the tab called Other Web Backups
  3. Highlight the slot that you wish to use, the type should show as SUPPORT
  4. Password (optional) – Other users can only access your support backups if they are using a computer with exactly the same licence details – i.e other members of your organisation OR an employee of Farmplan. However, if you wish, you can also password protect your backups. Put a tick in the box ‘Use Password’ and enter the password in both boxes
  5. Click on Backup Now
  6. You may enter notes if desired. Don’t forget to tell any recipients the password if relevant

Third Party Slots – you are allocated ONE free Third Party slot which can be used to supply a backup of your data to an outside consultant/accountant who wishes to interrogate it , for example your accountant may wish to have a copy of your data at the year end. His computer will have a different licence so he will not normally be able to see your backups.

To use this system you would make a backup to a third party slot and provide your accountant/consultant with your customer number and a third party access code – supplied by Farmplan. The third party user enters these to restore your data. You can also use passwords for additional security.

Click here  for a printable document which details the use of third party slots.

NB – To speed up the backup process select Tools / Options / General and tick the ‘Minimise backup size’ box.

Data entry

How do I enter a deduction?

Farmplan allows you to quickly enter a ‘contra’ entry. This type of entry refers to Invoice or Cash Analysis entries where a deduction and sales are entered on one invoice, for example where wheat has been sold but as part of one invoice you also have weighbridge charges, Levy etc., where the customer is invoicing your business on your behalf.

In the below video a Cash Analysis receipt is being entered for a sale of wheat for £5,620 which is allocated to Wheat Sales, no VAT (Zero rated). There is also a second line on the same invoice for £120 for Levy charges. This figure is entered as -£100 and allocated to Commissions/Levies code and -£20 to the VAT code. The balance of the receipt (£5,500) will be shown in the Amount box and will be posted to the customer ledger for the customer, in this case A. Rable.

To enter a Cash Analysis Payment or Receipt:

  • Click on Cash Analysis
  •  Select Cash Analysis Payment or Receipt
    1. Customer/Supplier – Select the customer (or supplier) from the drop down list. Use the ? to enter a new one.
    2. Transaction Details – Enter the receipt details e.g. date paid, bank account, type (e.g. cheque or direct credit/debit) and the total amount that will affect your bank account.
    3. Coding – Allocate the items on the invoice by selecting a Heading code from the drop down list.
    4. Description – Make sure that you enter a meaningful description so that you or your accountant can identify this at a later date.
    5. VAT – The program knows the default VAT rate from the Heading Code selected. If the ‘S’ (Standard) code is selected the program will automatically calculate the VAT at the
    current rate. You can change this if required.
    6. Totals – You can enter as many different lines as you need. When the Total Amount at the bottom of the screen equals the Amount you entered at the top, you have
    completed this entry.
    7. Entry Number – The program will generate an Entry Number (top left of the screen). We recommend that you write this on the invoice so that you and your accountant can cross reference it to the computer.
    8. Data Entry Templates – This is a very useful tool available within the data entry options that will speed up data entry and allow you to be consistent with your coding for similar entries.

How do I enter a fuel scale charge?

Click here for a printable document.

How do I setup a budget? (Video)

How do I do a bank reconciliation? (Video)

 

How do I enter my VAT Payment from / Receipt to Revenue & Customs?

Click here for a printable document.

How do I deal with a cash based VAT system?

For businesses using cash based VAT this printable Cash Accounting for VAT document contains useful information.

When processing my automatic repeating transactions why are some missing?

If  automatic repeating transactions are not available for processing there are two possible causes.

  1. If this is the first time they have been processed in the current financial year ensure that the enterprises have been created for the new year.
  2. What is the end date for the automatic repeating transactions? This can be amended by clicking the ? under Edit from the repeating transactions screen.

How do I deal with Euro VAT?

Click here for a printable document.

How do I enter a harvest?

Click here for a printable document.

 

How do I record my subsidy money received in euros?

Click here for a printable document on Foreign Currency Transactions

How do I cancel an Inter Bank Transfer?

If an Inter Bank Transfer has been entered in error we recommend that the amount is edited to zero.

NB It is possible to edit Inter Bank transfers at any time unless they have been ticked on the bank reconciliation.

How do I deal with a customer who is also a supplier?

Click here for a printable document.

How do I enter a hire purchase agreement?

Click here for a printable document

How do I remove an unwanted invoice?

To remove a surplus invoice from Business Manager there are two options.

It may be cancelled providing that it is in an open account period and has not been fully or partially cleared, by clicking the Cancel button. An equal and opposite entry will be automatically created which will clear the original entry ie cancelling an invoice will create, and clear down, a corresponding credit note. NB If the VAT period has been closed then any VAT adjustment will be placed in the earliest open VAT period.

If the original invoice is not in a closed VAT period then full editing is available. (If it is see above). Therefore the supplier can be overwritten, as well as the heading code, enterprise, description, amount, and VAT status.

How do I deal with bad debts?

Click here for a printable document.

Links

Can I import into the bank?

A module is available which allows you to create payment files which can be imported into the following banks. (If your bank is not listed please contact software support for further information.) This can be accessed by going to Tools > Electronic Payments.

 

How do I use the Business Manager to Earnie Link?

Click here for a printable version.

How do I use the Business Manager to Gatekeeper link?

Click here for a printable version.

Reports

Why are my reports showing rows with no values or finished codes?

If your reports are showing entries with no values and you would like to save paper and shorten the report you can change your settings.

To do this go to Tools then Options and select the Reporting tab. You will then need to select whether you wish to see rows with no values and finished codes or not, leaving them unticked means you are not seeing them.

How do I export a report/document?

Click here for a printable document.

How do I get crop financial information?

Click here for a printable document which shows how to manage crop information, from using the crop growing valuation function to selling the product, including how this affects the financial reports.

How can I change the order of the items inspector?

Click the ‘Options’ button and select the desired order.

How do I show the full description on my audit reports?

Click here for a printable document.

 

Setup

My program is showing Demonstration Data, how do I access my data?

If your program is showing Demonstration Data you will need to go to File > Select Business within the program and click the drop down arrow (shown below in red) and select your own business before pressing Ok. This will then take you into your business.

If your data is on a Network please ensure you have access to the data location from outside the program.

How do I create a new business part way through the financial year?

Click here for a printable document.

How do I open a new financial year?

Click here for a printable document

Working with your accountant

How do I work with my accountant?

If your accountant does not have a copy of Business Manager the reports can be emailed or alternatively printed and then posted. The options to Print or Email can be found by highlighting the required report and clicking Publisher (if within the Report Library) or Report/Email (if within the Batch Printing section).

If your accountant does have the accountants copy of Business Manager then you are able to send a backup of your data using the third party backup slots.

For further information about the  ‘Accountants pack’ version of Business Manager please call us on 01594 545000 or email sales@farmplan.co.uk

Year end

What is the year end process?

The exact procedure at year end will differ for each business, however please see below for an overview along with some suggested reports.

  • New year – The new year can be opened before the previous one is closed. This is done in Setup > Open/Close Account Periods. It is likely that enterprises will then need to be created, this is done in Setup > Enterprises > Setup Enterprises.
  • Period 13 – The last day of the financial year is referred to as Period 13, this is often used for accountants adjustments only.
  • Bank reconciliation – Ensure that all banks are fully reconciled.
  • Stock – Ensure any stock values are correct.
  • Update date –Before sourcing reports for the completed financial year ensure that this date is set for the last day of the required financial year. This can be done by clicking the update icon from the home page:or from within the report library:
  • Year end reports – The reports that are required will vary between businesses however we suggest the following which are in Reports > Report Library:
  1. Audit Trails – Items Listing by Heading Code
  2. Audit Trails – Heading Code Items Audit
  3. Trial Balance – Extended Trial Balance Detailed
  4. Balance Sheet – Movements – Detailed
  5. Banks – Reconciliation Report
  6. Suppliers/Customers – Supplier Balances and Customer Balances
  7. Assets – Building Plant and Machinery Detailed

Click here for a printable document which gives information about successfully completing a financial year-end.