| CHAPTER | 9 |
| Forbes Accounts | |
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Forbes Accounts is a powerful yet simple to use final accounts system for accountants. It integrates closely with other Forbes products such as time recording, payroll, company secretarial and tax.
You may wish to consult the frequently asked questions at the end of the is document.
The system is based on a model/view architecture. The underlying data (codelist, schedules of transacations) referred to as the "model" is kept separate from the final output, known as the "view". The underlying data is entered through powerful and easy to use data schedules. Alternatively there is full two way interaction with excel. It is then formatted using one of a number of templates to produce the final accounts.
Profit and loss statement
| Sales | 4000-4999 |
| Purchases | 5000-5999 |
| Direct Expenses | 6000-6999 |
| Overheads | 7000-7999 |
Balance sheet
| Fixed Assets | 0001-0999 |
| Current Assets | 1000-1999 |
| Current Liabilities | 2000-2299 |
| Long term liabilities | 2300-2999 |
| Capital and Reserves | 3000-3999 |
To print the full code list, go to setup in the navigation window and choose codelist.
To launch accounts choose start then Forbes then Accounts. Alternatively press the accounts icon in clientbase or any other forbes package.
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The Forbes accounts user interface is made up of two main windows. The navigation window to the left and the working area to the right.
Choose File then New. Select an existing client from the client database or press new
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You will then be prompted for further data outlined below.
The client data screen will come up when you create a new accounts client or later by choosing "client data" from the navigation window.
Fill in the details
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At any time you may change the business type under File / Set Business type
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After selecting client data, there is a blue button to allow labelled partnership data. This button is only present when the business type is set to partnership. Pressing this button will bring you into a tabbed dialog where you can enter partners details such as names, share of profit etc.
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After selecting client data, there is a blue button to allow labelled limited company data. This button is only present when the business type is set to Limited Company. Pressing this button will bring you into a tabbed dialog where you can enter directors details such as names, share of profit etc.
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Under the Format tab you will see the basic format. There is also a box labelled Based On which is blank by default. If you enter a client code in this box, the format will not be based on the master format but on that of the client entered here.
The currently selected codelist will be shown here. This will default to the master codelist, but if you have editted the codelist, the path to the local copy will be shown here.
All dates are entered in the dd/mm/yyyy format. However you may choose to display them differently from this in the final formatted accounts by changing the "Date Format" selector on this screen.
By default accounts synchronises its data with other Forbes packages. If you add a director or change the company address in the cosec package then it will automatically update in accounts and vice versa. Sometimes this is undesirable, for instance when you are working on an old set of accounts. You can manually switch synchronisation off for a particular set of accounts by choosing data synchronization from the file menu. It will have a tick next to it when it is active. When you choose Tools/Next period to carry forward data, synchronization is automatically switched off for the old set of accounts.
Choose data sources in the navigation window. There are a number of possible data sources. Under each you can add multiple schedules. Under opening balances there is also direct trial balance entry.
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Enter the code, date, amount etc. For the account code and various other fields, when the field is selected a .. button appears. To override the vat figure you can enter a figure followed by an exclamation mark '!'.
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The right hand side lists all accounts. You can scroll through to find the account you want. The left hand side of the window allows you to navigate to a particular range of accounts.
The Find button allows you to search for a piece of text e.g. "postage" in the account descriptions. The Print button prints a hardcopy of the codelist.
The "restrict to this clients codes" check box, when ticked, restricts the list of codes shown to those currently in use or in use in the previous accounting period for the currently selected client.
Properties - this allows you to specify the schedule title, total code and vat code. Making changes here might not take effect until you exit from the schedule editor.
Under the properties button you can also specify that you want the schedule pre-populated with codes. This may be useful if you are entering a TB directly.
Sort
Status
In the view menu there are several options for summarising and reporting the financial data entered
Normally the comparative figures are brought in automatically from the previous years accounts.
If no previous years accounts exist on the system it is possible to manually enter comparative figures by choosing Comparatives from the Edit menu.
To bring in a single schedule, bring up the schedule editor for the schedule (first add a new schedule if necessary). Then choose Tools/Import.
To bring in a complete set of working papers, choose Tools/Import from the main screen. To get started and get your excel spreadsheets in the right format, it may be best to use export to create a template. By default the spreadsheet will be named as per the accounts datafile, but with a .xls file extension. For the example in section 9.6, the excel file would be c:\forbes\clients\BS0001\BS0001_20050331.xls.
First you must produce a code list mapping. Use Tools / Advanced / Edit code list map. It will produce a list of codelist mappings. Choose [NEW]. When prompted, choose a name e.g. bloggs. The first column is our code, the last column is your equivalent code, or maybe left blank. If you prefer to edit this in your own spreadsheet program (e.g. excel, lotus), when you have the list on screen choose Tools then Export. After amending and saving the spreadsheet file (use Save NOT Save As), choose Tools then Import. Next time you choose Tools / Advanced / Edit code list map, bloggs will be listed.
Once you have created your code list mapping above you may use it to import TB in csv files by using Tools / Import / TB / CSV. This will import a trial balance from a csv file and map the codes appropriately. First you will be prompted to select the code map you have created. Then you will be asked the columns where the data is. It defaults to expecting code in col0, any description in column 1, debit balances in column 2 and credit balances in column 3. If you do not have a separate column for credit balances and just show them as negative you do not need to use this column.
To export a single schedule, bring up the schedule editor for the schedule. Then choose Tools/Export.
To export a complete set of working papers, choose Tools/Export from the main screen.
The bookkeeping facilities are being tested as part of the Forbes accounts package. They are available in the Bookkeeping menu. Once any issues have been ironed out they will be also avaialable as a standalone package.
The basic features are :-
All the commands below refer to the bookkeeping menu within Forbes Accounts.
You can bulk edit the sales ledger by selecting "Sales Ledger". Alternatively on a day to day basis use raise invoices and allocate payments as detailed below.
You can bulk edit the purchase ledger by selecting "Purchase Ledger". Alternatively on a day to day basis use enter purchase invoices and allocate payments as detailed below.
From the invoice sub-menu choose "Raise". To print an earlier invoice choose "View".
Choose the receipt command.
Choose the payment command.
From the menu select database editor then suppliers or customers. Alternatively you can just add suppliers and customers as you go along.
There are various reports available in the Reports sub-menu.
Choose "Update final Accounts". Re-run the trial balance.
Click on trial balance in the navigation window
In the trial balance click on the account code to take you to a summary of the data making up that account. Clicking on an entry in the account summary will take you to the data entry schedule.
Choose File then Save or File then Open
The data files are stored to the client folder. For instance, if the client code is BS0001 then the client folder by default would be c:\forbes\clients\BS0001. Within the client folder will be a master file, BS0001.acc and separate year end files, one per year end. For instance if the year end was 31st March, there may be BS0001_20040331.acc,BS0001_20050331.acc etc.
Every time you display a trial balance the tax figures are recalculated. To import into ProTax, bring up the self employed pages, partnership return or CT600 and choose File then Import, from Forbes Accounts. For CT, in the accounts package, press the tax button on the toolbar. This will bring up an adjusted profit computation.
Alternatively you can transfer tax data to ProTax and other tax software such as PTP or Drummohr, via the clipboard. To do this, choose Tools / Copy tax data to clipboard. In ProTax, bring up the self employed pages and choose Edit then Paste boxes. If you are using different suppliers tax software, folow their instructions for bringing in accounts data from the clipboard.
Disallowable amounts and percentages can be set in the code list editor. See section 10.1.
Click on formatted accounts in the navigation window
It is possible to manually edit the resulting accounts by choosing Tools / Edit. You can save the result by choosing File Save or Save As. Please note regenerating the accounts will produce a new set according to the templates.
It is also possible to change the templates that are used to generate the accounts. This is covered in "modifiy the formats" below.
The HMRC and Companies House are moving to a standard format for financial data called XBRL.
To view the final accounts in XBRL format, formatted accounts and choose the appropriate XBRL format.
Choose Period then Carry forward to new period. This start a new period beginning directly after the existing one. The current balance sheet will become the opening balances of the next period.
Where entries have no carried forward attribute (see editing the codelist), the balance will be carry forward to the same code. Where a carry forward code is specified, the balance will be carried to that account.
Choose Period then Open Other Period
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Bring up the codelist browser under setup. Select the account of interest and press the Edit button
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You may also enter here any disallowable amounts and percentages. If you enter both an absolute amount and a percentage, the percentage is applied to the account balance and then the absolute amount added.
There are a number of accounts that are calculated based on data in other accounts. These may be viewed and/or modified by choosing setup then calculated.
When the accounts are prepared, the figures are rounded. The roundings are transferred to the rounding accounts. These are specified under client details / roundings.
Forbes accounts is a format based accounting system. The underling nominal balances are taken to produce a final set of accounts based on a template referred to as a "format". The format currently in use is specified under Client Details then Format.
The formats are in html. It is worth reading a book such as HTML for dummies before beginning editing formats. You will find it easier to use a dedicated html editor such as Microsofts FrontPage, but the following guidance will cover using notepad.
In the navigation window choose Setup then Formats. This will take you to an overview of the format, listing all the subformats making up the complete set of accounts.
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Click on the one you are interested in and press the [...] button. You will see the format on screen.
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See section 9.11.16 for how to add a new subformat to an existing format. See section 9.11.17on how to create a completely you new format of accounts.
The format consists of a number of columns. The first column, that appears in red, is referred to as the control column. The remaining columns are the data columns. There is a special data column referred to as the comparative column. For a simple format, such as the accountants report isllustrated above, the format consists soleley of text and substitute fields such as [BusinessName].
this may contain the following commands
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| plain text | These are the accounts |
| plain text containing square bracket substitution | These are the accounts for the year to [PeriodEndDate] |
| If we doubled sales, turnover would be [=2*A(4000)] | |
| An artithmetic expression beginning with = | =A(4000) |
These will appear in square brackets in the format. e.g. [BusinessName]. When the accounts are produced, the appropriate text will be substituted in. The actual data is brought in from the client data screen in the navigation window. Some examples are given in the table below. The substitution of square bracket values takes place after all other evaluation is complete.
| BusinessName | The name of the business |
| ThisYear | The heading for the current column |
| LastYear | The heading for the comparative column |
| YearEndDate | The year end date. |
For a complete list, in Forbes Accounts, go into the help menu and choose data fields.
It is also possible to put in formulae, for example [=A(4000)+A[4001])]
Expressions involving functions are introduced in the main layout or in [ ] entries. If the first character of the expression is an ! then comparative figures are used in the expression.
| decription(x) | the text from the decription of account code x in the codelist |
| A(x) | the balance of nominal code x |
| Total() | The running subtotal of the column. If it has an option paramater to specify the column. |
| SubTotal() | The running subtotal of the column. If it has an option paramater to specify the column. |
| SubSubTotal() | The running subtotal of the column. If it has an option paramater to specify the column. |
| sum() | the sum of all the accounts in the range |
| any() | True if any of the accounts in the range has a balance |
| sumpos() | the sum of all the accounts, with positive balances, in the range. This is useful for floating accounts. |
| sumneg() | the sum of all the accounts, with negative balances, in the range |
| dbentry() | e.g. if(dbentry("Partner4")) |
| ifneg() | |
| ifpos() | The balance of the code if positive |
| LastPage(),page() | See page and note numbering below |
| setnote(),note() | See page and note numbering below |
| ! | if used directly after the =, changes all account lookup to use comparative balances |
for example =A(74)+A(73)-sum(A32:38)
Range names can be used in place of explicit ranges. e.g. rather than =sum(A4000:4009) you could put =A(Sales). This makes your formats simpler to understand and more resilient to any changes in the codelist. For a complete list of range names, choose View then Ranges
It is possible to have within the codelist and format conditional text that depends on the sign of the data. For exampe {Bank account,Overdraft} will evaluate to the appropriate next.
For lines in the format containing arithmetic functions - e.g. =A(4000), if all functions in all columns evaluate to zero, then the whole row will be removed from the output.
Where there are comparative figures, such as on the P&L and Balance sheet, the comparative column (column 5) will be generated automatically, using formulae from column 3, but the balances from the comparative data.
Each time a new layout is started, the starting page number is stored. This may be accessed through the page() function e.g. page("TangibleAssets"). The LastPage() function returns the page number of the last page.
Note numbering is achieved through the note() and setnote() functions. For example note("TangibleAssets") returns you the note number for tangible assets. The setnote function, e.g. setnote("TangibleAssets") sets the tangible assets note number to be the next available note number. This would normally be done on tangible assets layout.
There are two special subformats, header and footer. These are utilised on the start and end of each page.
Go throught setup in the navigation window.
To add a new subformat, create a new htm file in the appropriate subfolder in your formats folder. In forbes accounts, open up a client that uses the format you want to add the subformat to. Go into setup the formats. Right click and choose View then source. Add a line referencing the format.
Edit \forbes\accounts\formats.xml and add a reference.