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Scribe 2000 User Guide

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1. Ye This Year 31 03 2010 Description Box No Description Balances brought fwd D 1 500 0 1 Balances brought fwd 0 0 Annual precept D l 2 Annual precept DD Total other receipts D 3 Total other receipts DI Staff Costs D 4 Staff Costs DD Loan interest capital repayments D 5 Loan interest capital repayments 0 0 Total other payments 00 E Total other payments DU Balances carried forward D 7 Balances carried forward 1 300 0 Total Cash and Short Term Investments 0 D Total Cash and Short Term Investments 1 300 0 Total Fixed Assets and Long Term Investments 00 9 Total Fixed Assets and Long Term Investments 0 0 Total Borrowings 00 10 Total Borrowings Dt Scribe Town Council Income amp Expenditure Acc If you look at these Annual 01 04 2013 to 31 03 2014 Returns and also the I amp E Last Year Ended Account right you will see 31 Mar 2013 that the other details for last Keng year are blank Restated You will know these figures from your submitted returns ZEN but the details do not need to Restated be captured in the system we are just creating a starting point for rolling the accounts General Fund om Balance at 01 Apr 2013 0 00 ADD Total Income If you ever need to use 0 00 DEDUCT Total Expenditure Restate Last Year in future 0 00 Transfer to from Reserves years because of an error in 1 500 00 Balance at 31 Mar 2014 the accounts the same will apply You would be repla
2. ou oun sw EI You will be presented with a screen where you can enter up to 6 elements to make up the original transaction These can vary between cost codes bank accounts and VAT type as well as splitting the total amount Copyright Scribe 2000 Ltd Transactions 113 RA Splitting Voucher Payment Receipt Voucher No 2 Description Salary Supplier Mr A Jones How many entries do you require in splitting the record Minimum 2 Maximum 6 entries Balance remaining Must be zero before closing the form Enter the codes the VAT codes and the gross and VAT amounts on each line until the whole of the original entry values have been utilised The split will not be accepted if the columns do not balance You may find it easiest to use TAB to move around this form from field to field Number of entries Code Description Bank VatType Net Vat Total 5 v ops Expenses HSBC vl s Standar 200 0 35 00 235 00 1 v Salary HSBC ew E Exempt 500 00 0 00 500 00 v si si 0 00 0 00 0 00 Note that the VAT total must be consistent with the original and the gross total must be consistent with the original If yo need to amend the total amount of VAT you must do an edit or a VAT Code Correction Journal Copyright Scribe 2000 Ltd 114 Scribe Accounts 2015 5 7 first When yo
3. To add a new Supplier click on the New button and complete the screen Click on the Save button Copyright Scribe 2000 Ltd 72 Scribe Accounts 2015 when finished To amend details select the Supplier from the list and click on Edit Click on the Save button when finished The system also takes details from the transaction records as you enter them but the record created will only fill the Company line so you will need to fill out the remaining information using this screen at some point if you wish to use the extra details However the names alone will probably be sufficient simply for looking up when entering transactions Mr Mrs First Name Middle Name Last Name Position Company Scribe 2000 Ltd Address Town County Post Code Business Phone Home Phone VAT Req No Council A c No Email Address If suppliers names are similar or if some are incorrectly typed the result may be an untidy file Also there may be case where you know you will never use a particular supplier ever again so the name can be removed Periodically the names can be examined and any unwanted ones deleted If you try to duplicate a record you will be advised that this would create a duplicate You may opt to continue but the consequences would cause difficulty later and this is only advised if you are going to distinguish the two records immediately Note You c
4. Some radio buttons provide alternatives like the Cheque or Cash buttons You have to select one or the other Some of the boxes such as the Cheque No you can simply type in Some such as Bank you must select from the drop down list Simply click on the down arrow to see the list of available entries and then click on the one you want e Some such as Supplier can be either typed in or selected If you have not created a file of Supplier names using Setup or the Supplier is a fresh one you can type it in here and save it onto the supplier file You can t use that approach with anything other than Suppliers and Descriptions the rest of the selectable details must have been set up first The Date box you can select by clicking on the calendar and finding the date you need It will be at today s date by default so if that is the date you need you can move on without altering it The date box will not allow you to enter a date outside the year you are logged in to Square checkboxes like the Net Banking box are for yes no entries You can tick a box like this to select it or leave it unticked if it does not apply See the topic related to each screen for further details Now let s look at what you have to do before you can start entering transactions 2 How to Create the Structure of Cost Centres and Cost Codes The idea here is that you have two levels of analysis the Cost Centre which deals with main services eg Environmen
5. Year End 191 You do not need to enter any of these at 1 April If you are just starting with Scribe Accounts 2015 you should start using the system from the beginning of the financial year and later enter the last year s figures as and when you have them available If you have any discrepancies at your first year end double check what you entered in the Restate Last Year process for the previous year end when you first started The balances Banks and VAT entered as start of year balances using Setup Bank Balances must match the year end values entered in Restate Last Year e Remember that for a Receipts and Payments account which is NOT being converted to Income and Expenditure your General Fund should equal your Cash at Bank balance because this will be a strictly cashbook account and should not take account of any VAT balance Example GF 2000 and Bank balance 2000 e Remember that when using converted Income and Expenditure accounts the startup figures for the General Fund must equate to the Bank Balance with the VAT balance taken into account Example GF 2000 Bank Balance 1800 and VAT recoverable 200 which is included within the general fund because it is an asset forming part of the total in I amp E terms Each possible item is explained further below Also see the worked Examples 19 Entering Restated Values Remember that none of these entries are changing the start of year
6. Installation 45 The above user name and password are what the Scribe application will use to talk to the database The details are remembered by the computer by being stored in a configuration file You will not have to use these again yourself except for backup and restore functions For day to day use you will have your own Scribe login It is recommended that you write the Council Setup details down all four entry lines as you will need these to connect to the database from another PC to delete databases and also for taking regular backups Tip It may help to think of Scribe in two parts the program and the database and these details are the connection between the two parts If you are using an existing SQL Server you will already have a user name and password and you must use those instead of the ones shown above These names will be recorded in the application s configuration file for use each time If you use the user sa you can use your existing password which has been set for that user The application will then create the connection to the database and will display the normal day to day Application Login 12 screen Before you proceed any further you must install the licence key which grants you the licence for a specified period of time The next time you run the application it will connect to the database automatically and will go straight to the normal Applications Login 1 scree
7. Copyright Scribe 2000 Ltd 156 Scribe Accounts 2015 7 2 Select Select Date summary OLists As on 27 01 2012 fis OVAT 100 OForm 126 VAT allows you to produce VAT lists and reports to check on your current VAT position and to make your VAT returns You can report VAT as at a specified date to make it easier to provide supporting information for the VAT returns See VAT Reports w i for further details Flexed Budget Compare Actual with flexed budget Quarterly Reports Calender Month Select Report e Flexed Budget reports on receipts and payments in comparison to where the flexed budget expects you to be at the time of year See Flexed Budget Reports wei for further details Report filters In most cases you will need to define some parameters to narrow down or filter the results Frequently you will need to select either Receipts or Payments You will often have to set a starting point and finishing point for the data to be covered in the report You may also need to filter the results by code or by cost centre and select what order to display the results Selecting Parameters Each report will have its own set of parameters to select from depending on its purpose Here is an example using the common List of Transactions Select Print Order Date Voucher No Selective Net values Bank Ja KH 3704 2012 PA m Payment Voucher No From 0
8. Description ai allows you to manage the transaction descriptions used in the accounts Supplier 7 allows you to add full details of regular suppliers and customers Suppliers and customers are all stored in one list of names Every transaction needs to use an identified supplier or customer VATI 7 enables you to set a number of VAT types and the percentages which apply to them A default set is provided Start of Year Group Copy from Previous Year allows you to copy from year to year the descriptive elements of your accounts codes budgets supplier details etc Carry Forward Bank VAT Balances ele where you can copy across the financial values which you have completed in the previous year after reconciling your bank statements and VAT account Restate Last Year 18 allows you to enter directly into the current year records the balance sheet figures relating to last year You will need to do this in two situations only e When you first start using the application because there will be no data available for last year e When the data has been found to be mistaken even after audit and you need to indicate the previous year values as being Restated e Settings In the Settings Section these items control the overall running of your accounts system Copyright Scribe 2000 Ltd Setup 63 Create Councill si manages your database connections and allows you to access the data from a different computer Use
9. When preparing a budget for the following year it may help to use the report which shows the current and previous years budgets and transactions to date See Report Cost Centre Year Comparison 14 Copyright Scribe 2000 Ltd 166 Scribe Accounts 2015 7 5 7 6 Review Cost Centre or Code View Cost Centre details Select Cost Centre Brought forward Receipts Payments Balance Forward View Cost Centre Details Estimate Cost Centre No 5 Actual Variance 0 00 27000 00 13500 00 13500 00 0 00 317 50 317 50 13182 50 This is a Summary check of activity on a single cost centre or a single code Select the cost centre or code from the list The report shows total receipts and total payments for the cost centre the estimates and the balances Looking horizontally compares the actual figures to date with the budget figures The variation from budget is displayed for each Looking vertically down the central column the present balance gives the net effect of receipts and payments and takes into account any brought forward balance allocated This is a view screen for regular checking and is not a printed report VAT Reports There are four VAT Report options Select summary OLists OVAT 100 OForm 126 27 01 2012 ffs o The Summary is a position check of the VAT account at a given point in time Copy
10. to logon once connected Note there is no backdoor to reset user logins so any new usernames passwords created must be retained securely Alternative Scenarios eg Networks or Multiple Councils Connect to Existing Council allows connection of subsequent PCs to the previously created database This requires only the connection details using the server name previously used It does not require any network drive mapping and uses Windows PC names visible within the network workgroup Additional client PCs can be connected to anindependentserver or toa PC acting as a server If any network issues occur first check SQL Server Configuration Manager This is normally available from the Start menu All Programs list in Windows 7 but in Windows 8 or 10 you can view services directly from Control Panel Administrative Tools Services In SQL Server Services SQL Server SQL Express and SQL Server Browser should be enabled and running SQLServerAgent is not relevant Copyright Scribe 2000 Ltd 52 Scribe Accounts 2015 In SQL Server Network Configuration Named Pipes and TCP IP protocols should be enabled Note that we do not expressly support implementation within a Windows Domain Active Directory environment Windows Workgroups Homegroups should normally be adequate Check that all firewalls and security measures across the network permit SQL access It will pay to turn off all such restrictions for install
11. 1 000 00 1 000 00 Copyright Scribe 2000 Ltd 200 Scribe Accounts 2015 Current Year Ended 31 Mar 2014 Income Precept 5 000 00 Community C OU Restated 500 00 4 515 00 Expense Administration Restated Among the current year income and expenditure entries which are shown as Cost Centre totals you will see the previous year restated items being reversed out This will only occur in the first year Annual Returns Note for the I amp E Annual Return you must expressly add the Total Balance figure Box 7 from the previous year This cannot be calculated as there is no starting point for the l t process Use the Funds section of the Restate Last Year screen General Fund 1500 00 Capital Fund 0 00 Earmarked Fund 0 00 Annual Returns IE Balances carried forward 1500 00 Note this example is taking the entries for bank and VAT only If the adjustments in the above example are included both figures would be reduced to 1000 You do not need to do this for the R amp P version of the Annual Return because the figure will be derived from the bank balances The Annual Returns will then take all these values into the Last Year columns note the differences between the two versions I amp E Return R amp P Return Copyright Scribe 2000 Ltd Year End 201
12. Also try using Run as Administrator on the setup program file right button menu Windows 8 or 10 Have you installed and turned on NET Framework 3 5 Windows 7 Have you installed and turned on NET Framework 4 5 Check in Control Panel Program List with Turn on Windows Features On Off displayed In all cases make sure they are both turned on and if necessary run the appropriate installation program on the CD Scribe Council setup shows errors when creating a database or trying to logon Error message that Scribe has encountered an error and needs to close Report to Microsoft etc At installation this may mean the Scribe application cannot find the SQL Express because it did not install correctly If your PC is not a new one it may also be that the graphics drivers on the PC are not up to date and cannot display forms which use later components You will need to update your drivers to the latest versions If the error persists first try uninstalling and reinstalling the Scribe application If necessary try installing the SQL Express again You will need to uninstall SQL Express before attempting to reinstall it Then try running or if necessary reinstalling the Scribe application Errors referring to network instance or connection failed or Could not open a connection or Login failed for user sa Copyright Scribe 2000 Ltd Installation 55 These
13. OFunds OAssets OlLiabilities Adjustments OcCash at Bank OVAT Outstanding Bills 0 00 Paid in Advance 0 00 Debts Outstanding 0 00 Received in Advance Stocks Stores 0 00 0 00 Doubtful Debts include Restated values for Income Expense calculation and Balance Sheet es ee SE Restate Last Year The following are last year s figures Oassets OLiabilities Adjustments cCash at Bank OVAT Amount in Bank s Copyright Scribe 2000 Ltd 194 Scribe Accounts 2015 8 10 Click on VAT to amend the VAT e recoverable figure as shown onthe H Restate Last Year balance sheet This should match the VAT balance shown in your VAT The following are last year s figures summary report as at 31 March OFunds Oassets OLiabilities Adjustments OcCash at Bank VAT Amend it here if you have found it necessary to correct the start of year VAT balance and wish the end of year figure to correspond in the VAT Recoverable 25 00 balance sheet Start of Year There are four main elements in starting a new financial year Creating the Financial Year You will need to establish a new financial year in the accounts by defining the dates and how you wish to describe it See Financial Year 2 in the Setup menu Once the year exists you can log into that year when you logon to Scribe by selecting it from the drop down list of financial years The guidance below assumes you have logged back in and are now working i
14. Operating Systems Note that you can use Windows 7 8 or 10 in 32 bit or 64 bit forms for the server and connected PCs in any combination You must have already installed the SQL Express 2012 database software before you start to install the Scribe application To install the Scribe application load the CD and browse to the Scribe Application Setup folder Double click on the ScribeSetup exe file to run it You generally need Administrator privileges to install software in Windows operating systems Click Next or Install to go through the stages of the installation You can normally accept all the default settings The installation will add a desktop shortcut icon for the Scribe application SCRIBE When installation is complete and the application is executed for the first time a form will then be displayed giving two options e Create a New Council or e Connect to an Existing Council Create New Council Copyright Scribe 2000 Ltd 44 Scribe Accounts 2015 Pa a CreateCouncil Gei Council Setup EVE 8FE830B63D SQLEXPRESS sch G Create New Council O Connec To Existing Council Delete Council O Delete Database Server Name Database Name User Name Password Display Name This is the standard setup for the first time you create a Scribe Council database We have called it Council in case you are supporting more than one organisation The proces
15. Refund ie R colon space and there must only be one such VAT type VAT Adjustment If you ever find that you need to correct an old VAT error with a one off adjustment remember that VAT is held separately in the accounts and you cannot just add an adjustment as this will also affect your bank figures You will need to enter a VAT receipt payment with a zero net figure and VAT type R to correct the VAT You must also enter a compensating transaction on the opposite side of the accounts so that the bank balance is not affected by the VAT entry To do that you should enter a zero rated balancing payment to offset the bank account change without negating the adjustment on the VAT account Describe both transaction entries as adjustments and give details in the notes Journals and Code Transfers D A One To Code VAT Code Many Transfer Corrections Journals Journals are internal accounting functions which allow improved management of your money by making sure business is allocated to the correct codes This could be to make a correction or to allocate costs between several codes Journals allow adjustments to be made and at the same time to keep proper records which create an audit trail It is preferable to use journals rather than edit original entries and this is even more important when an error is discovered after a routine report or statement has been produced or after a VAT return Copyright Scribe 2000 Lt
16. The details below explain all the stages and options available You can also view the worked I amp E Examples 2 as a tutorial Converting to Income and Expenditure OP Scribe Accounts 2015 j weg Transactions Bank Reports Setup Year End Help SS E Ss W Be d Wa ZC qv o A A rs H HE Rec amp Pay Annual Adjustments Reserves Assets Asset Calculate Adjustments Working Incand Exp Fixed Assets amp Long Balance Annual Close Account Return RP Liabilities Register Document Account Term Investments Sheet Return IE Accounts Receipts amp Payments Group Data entry Calculations Convert amp E Group Balance Sheet To produce your final accounts on an Income and Expenditure basis you need to perform the following 1 Enter or update the additional year end data e Add Adjustments to bring the business on each code into an I amp E position e Determine whether any of your overall balances should be described as Reserves e Determine whether any short term Assets and Liabilities should be declared on the balance sheet e Check or update the Asset Register of long term assets and investments 2 Carry out the Calculations 3 Produce the necessary Reports Data Entry A Er G LL Ze Die Adjustments Reserves Assets Asset Liabilities Register Data entry Use up to four Data Entry toolbar options Adjustments You should use this option in the Year End menu if you need to take into account transitional items such a
17. The following are last year s figures Click on Funds to enter the General Fund and any reserves Also enter th Annual Return bala ce Funds OAssets OLiabilities Adjustments OcCash at Bank OVAT carried forward for an I amp E version of the return This needs to be stated General Fund 82600 00 expressly because the value will not simply be a matter of bank balances as is the case with the R amp P Annual Earmarked Fund 0 00 Return Capital Fund 0 00 Annual Returns IE Balances carried forward 0 00 Hal Restate Last Year Click on Assets to enter new values for these balance sheet items The following are last year s figures Note these are additional short term assets they exclude short term investments which come under the funds Assets Liabilities Adjustments Cash at Bank VAT bank accounts figure and they exclude long term assets and long term investments which are handled Work in Progress 0 00 by the asset register Temporary Lendings 0 00 SE Restate Last Year Click on Liabilities to adjust the Temporary Borrowing value The following are last year s figures OFunds OAssets QLiabilities OAdjustments OcCash at Bank OVAT Temporary Borrowing 2500 00 Copyright Scribe 2000 Ltd Year End 193 Click on Adjustments to enter revised values Note that for Adjustments you do not have to restate them at the level of each code or cost centre A total f
18. even though they are still in use in other years Note If you select Cost Codes but have not previously copied Cost Centres the Cost Centres needed for the selected codes will also be copied but not any Cost Centres where there are no codes to copy If you try to copy a set of master records twice then where Cost Centres Codes Banks or VAT are concerned the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting However for Suppliers or Descriptions you will be advised that records already exist You may opt to continue but the consequences may be an untidy set of items to select from later The system does allow you to append records because you may have entered some new suppliers or descriptions in the new year before you perform the copy Copying Accounts Figures from the Previous Year Copyright Scribe 2000 Ltd Setup 85 You can bring forward the balances from the end of year in bank accounts etc and also data from the balance sheet records which you will need to hold as last year s data in 12 months time You can make necessary amendments to this data when required You do not have to have all data available at the same time Typical Practice for the New Financial Year 1 Set up the new year in terms of codes and descriptive items well before the end of the previous year so th
19. list to major items Select Print Order Date Voucher No Selective Net values Bank All ei CR KH Payment Voucher No From 02 0 us From All Val VAT All X View Report Receipt Vou Til 05 0 e inva eceipts Voucher Dati 5 To 6 Min val 1 Select Codes Close H Specifying codes By selecting codes which you wish to appear in the list you have two options Click on Select codes to specify the codes you wish to be covered by the list You can of course leave the report set for All codes Selecting them from the overall list of codes does allow you to produce cross cutting reports for instance all insurance codes regardless of which cost centre they appear in Click the radio button Selective codes to include the codes you check on Conversely if the list would be sensitive for instance containing salary details you can request that certain codes be excluded Click on Exclude Codes and check the codes you wish to be excluded Selective codes Exclude codes Code ID CodeTitle Select Adminstration Note make sure you click the record twice when selecting the code once will highlight it and the second click will tick the box If the box is not actually ticked the code will not be selected Tip to get both sets first print a report with included codes then leaving the selection unchanged click the other radio button to exclude them and then print a
20. 2015 The system does allow you to append records because you may have entered some new suppliers or descriptions in the new year before you perform the copy Copying Accounts Figures from the Previous Year You can bring forward the balances from the end of year in bank accounts etc and also data from the balance sheet records which you will need to hold as last year s data in 12 months time You can make necessary amendments to this data when required You do not have to have all data available at the same time Typical Practice for the New Financial Year 1 Set up the new year in terms of codes and descriptive items well before the end of the previous year so that you can have the budget in place prior to 1 April 2 Start using the financial year from 1 April for new transactions and all other purposes 3 Copy or Add bank balances as soon as you have reconciled the 31 March bank position 4 Copy or Add the VAT balance as soon as you have completed the bank reconciliation and are certain of a correct end of year VAT position 5 The balance sheet entries you might not have confirmed until the accounts are finalised in June or July so these will be copied when you close the accounts Bank Accounts and VAT balances To copy bank account and VAT balances as at 31 March into the new year to become the start of year balances as at 1 April use the Carry Forward Bank VAT Balances function er Bring forward
21. 230 Scribe Accounts 2015 Index A Acccount No at Supplier 71 Accessibility 157 160 162 Account Details 127 Account Number 127 130 Accountancy Advice 222 Accounts Any Bank Report 148 Add Code 64 Add Cost Centre 63 Add Descriptions 70 Add Supplier 71 Adding Transaction 97 Adjustments 178 Adjustments Restatement 189 Administrator Access 78 Advanced Tutoral 9 21 Advice 222 Advice Note 130 Allocating Cost to Cost Centres 21 Allocating Costs 117 124 Alternative Language 157 160 Annual Return 177 186 Annual Return Examples 197 Annual Return Examples SEI 205 Annual Return Examples R amp P 202 Annual Statement 171 177 186 Annual Statement Income and Expenditure 177 186 Annual Statement Receipts and Payments 175 177 186 Application Toolbar 11 Applying Regular Charges 115 Assets 183 186 Assets Restatement 189 Audit Check 142 Audit Date 142 B Backing up the Database 91 Backup and Restore 21 88 91 Balance Accounts with Bank Statements 142 Balance Sheet 171 185 Balance Sheet Examples 205 Bank 68 133 135 138 142 Bank Account Number 97 Bank Account Reconciliation 142 Bank Accounts 68 135 138 Bank Balances 133 Bank Balances Lookup 133 Bank Balances Report 148 Bank List 148 Bank Names 68 Bank Reconciliation 21 133 135 138 142 Bank Reconciliation All Accounts 21 142 Bank Statements 21 135 138 142 Bank Transfer 102 Bank Transfer Report 148 Bank T
22. 70 R Marriott 04 12 2012 30 00 R Marriott 04 12 2012 47 61 Andrew amp Co 04 12 2012 45 80 Chislett Hire 04 12 2012 27 09 Brands 04 12 2012 17 34 Hodson Office Supplies 04 12 2012 177 74 Hooks of Holbeach 04 12 2012 150 00 To Cash 05 12 2012 50 00 All Saints PCC before the selected date You will need to click to highlight the line then click to tick the box You can sort the list into a convenient sequence by clicking on the headers of the column eg Click on Voucher to sort the list into voucher number order In case you sometimes have more than one voucher for the same cheque number you can also group the list by cheque Click on the Group by Cheque No checkbox and you will see the list appear in cheque number order and sub totalled for each cheque Payments not Cashed Click on Cashed for every item that appears on your Bank Statement Group by Cheque No A D Cheque no Total 96 00 Supplier A Smith i Cheque no Total 1 000 00 Supplier Cleaner i Cheque no Total 720 00 Supplier Co operative Insurance Co g Cheque no Total 220 00 Supplier Scribe Genera Store a BEE 14 11 2013 100 00 Scribe General Store 14 11 2013 120 00 Scribe General Store Cheque no Total 50 00 Supplier Transfer To Deposit Account F Cheque no 127JKL1 Total 1 440 00 Supplier Garden Estates i Cheque no 5000238 Total 120 00
23. Active Directory environment Windows Workgroups Homegroups should normally be adequate Check that all firewalls and security measures across the network permit SQL access It will pay to turn off all such restrictions for installation If ports need to be configured manually SQL Server generally listens on TCP port 1433 The article at http support microsoft com kb 287932 describes the firewall settings needed for connection to the server Configuration files lf there is ever a need to reinstall or relocate it helps toremove these files so as to obtain a clean login Database Connection details are stored in Scribe exe config which is for Windows 7 8 10 in Program Data Scribe 2000 Ltd and the default in Program Files Scribe 2000 Ltd Scribe Accounts Last login connection for any Windows user is stored in User config which is for Windows 7 8 10 in Users lt User Name gt App Data Local Scribe 2000 Ltd Note some of the above paths may include x86 in 64 bit OS Note you may need to enable Show hidden files in Folder options in order to see these files in Windows explorer Logo filepath If a logo or address image is to be included in invoices etc a suitable file can be stored The file must be called Letterhead jpg and stored alongside the application configuration file typically C Program Data Scribe 2000 Ltd Note a blank image is supplied by default and it is recommended this be saved in case it needs to b
24. Add Remove Programs before attempting to install the 2008 or 2012 version If you already have SQL Server 2008 or 2012 installed and available to use you can now go straight to Installation of Scribe Accounts 2015 e Before you Start If you want to double check your PC is up to date with the prerequisite components click here 1 Copyright Scribe 2000 Ltd Installation 37 SQL Express Installation As with most software installation it is advisable to close all other programs and reboot the PC before you start To install SQL Express load the CD and using My Computer or equivalent browse to the CD and to the SQL Express 2012folder e For 32 bit Windows you will need to run the file SetupSQL_x86 bat e For 64 bit Windows you will need to run the file SetupSQL_x64 bat If in doubt you can check which your operating system is by looking at Computer Properties Double click the setup bat file to run it You will need Windows Administrator privileges to install software You can check your Windows status by looking at Control Panel and selecting User Accounts If you have any difficulties with the installation you may find it helpful to right click on the setup file and select Run as Administrator All the parameters you need for the Scribe installation will already be included so just accept the default settings throughout the installation Click Next or Install on each screen as it r
25. EE dE EE 135 3 Bank reconciliation ProCeSS seccseeesseeeeseeeeseneesseneeeeeeeeeeneesseneeeeeneseeneesseneseeeneeseneess 138 4 Reconciliation All ACCOUNTS 22 ccesesseeceeeeeeeeeeeeeeeceeeseeeeeeseaeeeeeesseeeeeeseeeneeeeetees 142 Part VII Reports and Lists 147 Reports in detail ccseecseceesseeeceeeeeeseneeeseneeneeneseeneesseneeneenesseneeaseneensenesnenaenseneeneeneeneneens 148 Report MOr S Geseent ee ence recede Seat ee ege 156 3 Viewing and Printing REPorts cssccsesecssseeeseneeeseeeeeseeeeseneesseneeneenesseneesseneeneeneeneneess 157 Alternative ET UE LE 160 Enlarged CN 162 4 Budget Managemen nt ecceeccseseeseneesseecssenecseneesseneeeeeneeseneesseneeneenesseneesseneeneeneesenees 164 5 Review Cost Centre or Code sessccsssecesenecsseeesseneeeseneeeseneseeneesseneeeeeneseeneeaseneeeseneeneneeas 166 D VAT REP OI i cccrccscccccect EES EES i EES 166 7 Flexed Budget reports ccceeccseseecseneeeseneeeseneeneneesseneeneenesseneesseneeneeneseeneesseneeneeneesenees 169 Part VIII Year End 171 Copyright Scribe 2000 Ltd 6 Scribe Accounts 2015 1T R amp P C DEN 175 2 Annual Statement secccsseeseeeceeeeeeseneeeseneenseeeeeeneesseneseseneeseneesseneeneenesseneesseneeneeneeseneens 177 3 Adluetrente var E cedar gege E E E ae geesde 178 GIRA 181 5 Assets and iabilitiess set ccce 2ccccctescecescesdcceeceaacessccerdzeexcvaaenscccer dccessvan
26. Fees 15 00 15 00 0 00 Precept Grant 5000 00 5000 00 0 00 From the Year End toolbar we can produce the following two reports Receipts and Payments account Copyright Scribe 2000 Ltd Year End 203 Scribe Town Council STATEMENT OF ACCOUNTS RECEIPTS PAYMENTS Balance at Bank 1 200 00 Cash in Hand 100 00 Precept Grant 5 000 00 Salary 180 00 Cleaning 80 00 Office Equipment 50 00 Fees 15 00 VAT 26 00 5 015 00 336 00 Closing Balances Balances in Bank Account 5 864 00 Cash in Hand 115 00 TOTAL 6 315 00 6 315 00 Note that the VAT is separated out into its own code automatically and gets a separate line on the statement We have not entered any refunds or payments of VAT in this example Annual Return RP The staff codes and precept codes have been identified when running the Annual Return report so that they appear in the relevant boxes 2 and 4 Copyright Scribe 2000 Ltd 204 Scribe Accounts 2015 Yearending ile Poe oe lo all Box No Description e a fg Jl es evens Liz AERCH ke Jl base Jl zs Tee o ben Fixed Assets and Total Fixed Assets and Long Term Investments Term Investments ER i Note that the VAT total has been added into the Total Other Payments Box 6 The Total Balances Box 7 and 8 correspond to the Closing total of the bank and cash balances on the Receipts and Payments Account Normally you are likely to select st
27. Field 4 Voucher Type Voucher_ID VoucherDate Description Supplier Code Bank VATType T m Receipt 02 05 2010 Precept transfer Borough Council Precept Deposit Accounts Outside Scope 2 Payment 02 05 2010 Salary Town Clerk Clerk Salary Uoyds TSS Current Exempt Payment 02 05 2010 Salary Temporary Assistant Assistant Clerk Salary Lloyds TSB Current Exempt Payment 02 05 2010 New PC Office Supply Co Equipment Deposit Accounts Standard Payment 02 05 2010 New Printer Office Supply Co Equipment Deposit Accounts Standard Payment 02 05 2010 Stamps Post Office Printing and Stationery Cash Exempt Payment 02 05 2010 Electricty E on Heating and Lighting Lloyds TSB Current Standard Payment 02 05 2010 Plumber Pipeman Maintenance Uoyds TSB Current Standard Payment 02 05 2010 Promotional literature New Town Printers Printing and Stationery Lloyds TSB Current Zero ON Oh um bh a H rs ra Firstly identify the offending transaction Use the radio buttons at the top right to limit the list just to payments or to receipts if you wish You can also use the Search box to look for an item in whichever search field you select The entries will also sort into alphanumeric sequence if you click on the filed header Use the scroll bars below the list to view more of the record including the amounts of each transaction and the VAT element Double click on a record to select it Two new transactions will be created in draft and they w
28. Insurance ChequeorCashNo Cerk Sakay MinuteRefNo Cleaner Cleaners Voluntary Support Group Community Volunteers CashedDate LastUpdated Select Having selected the field enter the search value You can also use part of the text eg typing sal will find salaries Click on Search and the selected entries will be displayed in the search results grid Search Field Supplier v Asst Clerk Salary Asst Clerk ICICI 20 00 Asst Clerk Salary Asst Clerk HSBC 20 00 Asst Clerk Salary Asst Clerk HSBC 95 00 To look at a specific entry click on the line to highlight it and then click View Or just double click the line The selected record will then be displayed in the full screen display Using the Search Filter If you select a number of records as shown above and then click on any one of them the selected batch of records will be passed to view at full screen so that you can use the Previous and Next buttons to skip through the filtered selection This means you can look through records which do not have consecutive voucher ID numbers as would be the case if skipping through the transactions as Copyright Scribe 2000 Ltd Transactions 107 entered This is useful if you wish to edit a record for example to a known supplier but are not quite sure which transaction you need until you see it in full When restricting your view to the filter set you have normal edit fu
29. Provision for doubtful debts Increase Expenditure Code 31 Mar 2014 Old Rents Misc Tenants 600 00 Income Precept 5 000 00 Community Centre 315 00 5 315 00 Expense Open Spaces Administration Community Centre Provision for Doubtful Debts General Fund Balance at 01 Apr 2013 1 500 00 ADD Total Income 5 315 00 6 815 00 DEDUCT Total Expenditure 310 00 6 505 00 Transfer to from Reserves 0 00 Balance at 31 Mar 2014 6 505 00 Scribe Town Council Shoto BALANCE SHEET ADJUSTMENTS FORTHE YEAR ENDING 31 03 2014 SINAU Outstanding bills received but NOT paid Creditors Increase Expenditure Code New printer Office Equip CoLtd Office Equipment 200 00 pare B ren 200 00 Payments made in advance Decrease Expenditure Code RRENT ASSETS m 00 Energy bill EDF Electricity 300 00 0 00 300 00 200 00 300 00 it e T il Del Increase Income Code 226 00 8 0 00 Rents J Smith Fees ane 5 979 00 Receivedin Advance Decrease Income Code 6 805 00 Booking Fee Bride to be Fees 100 00 100 00 300 00 0 00 Stocks and Stores over 1 000 in value Decrease Expenditure Code 6 505 00 Fuel stocks Mobil Maintenance 500 00 500 00 esented by SC 8 General fund Balance 6 505 00 Provision for doubtful debts Increase Expenditure Code Reserves Old Rents Misc Tenants Capital 0 00 Earmarked 0 00 Adjustments 0 00 6 505 00 Short Term Assets and Liabilities The next set of poten
30. Server Network Configuration Named Pipes and TCP IP protocols should be enabled Technical Reference This Page is intended primarily for ICT support SQL Server and Operating Systems The Scribe Accounts 2015 Application is an application built around the NET Framework and using SQL Server Express Theversion supplied is Microsoft SQL Server Express 2012 It is anticipated that the application can be installed into any SQL Server environment not 2005 or earlier and onto any server Existing users are supported on SQL Server 2008 and 2008 R2 including operating systems from Windows XP onwards A NAS device for file storage will not be appropriate as SQL Server generally requires local storage Any 2005 or earlier components of SQL Server must be uninstalled or updated This includes elements of old versions of Outlook eg Business Contact Manager You should therefore remove or update any Business versions of Office 2003 or 2007 or preferably try to use a PC which has not had these installed as some components may be difficult toremove Operating Systems You can use Windows 7 SP1 or Windows 8 8 1 or 10 in 32 bit or 64 bit forms for the server and connected PCs in any combination The Scribe application can be deployed onto any Windows client so you canhave a mix of Windows PCs in any one network setup lf you are using a network server you can use Windows Server 2008 R2 SP1 or Windows Server 2012 For installation o
31. Spaces 0 00 0 00 500 00 500 00 0 00 Administration 230 00 0 00 100 00 130 00 0 00 Community Centre 80 00 0 00 0 00 80 00 0 00 Provision for Doubtful Debts 0 00 0 00 600 00 600 00 310 00 0 00 0 00 310 00 In our example Annual Return Box 3 has been changed as a result of the extra income ie it has gone from the Column A value 15 to the Column A B C value 315 but the Expenditure adjustments affecting Box 6 have cancelled each other out Column C is net zero so the total remains the same at 310 Because the statement is produced on an Income and Expenditure basis any adjustments at the end of last year will be reversed out in the this year figures see below Copyright Scribe 2000 Ltd Year End 215 Annual Return IE incorporating Long Term Assets and Investments To complete the Annual return we just need to add in the total assets into Box 9 Let s add some entries into Asset register a Hg Asset Register Asset L escription j De Lo A ca J BUTT urcl ase Ve UE Curre t li ue Loca D Community Centre Building 650 000 00 700 000 00 Recrea mm Administration 10 year Bond 5 000 00 5 500 00 Financ Once this has been saved next time you look at the Annual Return the totals of Purchase Value column will be included in Box 9 ebe all Box No Description besse Lal zs keete JL e es REECH REECH Wee Documents showing Last Year Data When we get to the next year
32. The default report will produce a list of all cost centres but you can instead select one or several specified cost centres This may be appropriate for instance if responsibilities have been divided between committees As you need to be sure that you report like for like you can save the selection of cost centres and re use it without having to reselect each time Click on Create a New Report the first time and then later this will appear in the drop down list of memorised reports Cost Centre Year Comparison Cost Centre Select Order to Print All Z Include Subtotals Cost Centre Name Code ID Mew Bes Cost Centre ID D Code Name Close Cost Centre Year Comparison is a way of looking at the current year against the previous year in order to help when producing the following year s budget and precept requirement It shows the estimates and actual figures for the current year to date and for last year You can examine all cost centres or select a single one If you select all there is the option for subtotals to show the cost centre totals as well as each code CostCentre Year Comparison Summary Cost Centre All CodeTitle Receipts Current Year Payments Current Year Receipts Last Year Payments Last Year Estimated Actual Estimated Actual Estimated Actual Estimated Actual Administration Advertising 0 00 0 00 0 00 479 28 0 00 0 00 0 00 0 00 Bank Interest 0 00 10 14 0 00 0 00 0
33. about transactions in advance Cash Transactions The cash account does not have an individual reconciliation function For the purpose of this reconciliation report all cash transactions are taken to be instant and therefore the cash balance entered should take account of all transactions You may see other reports and the transaction records themselves where the cashed flag is sometimes shown as cashed or uncashed This is merely related to the operation of different parts of the system and will have little relevance For example on journal transfers when a new record is created the other two records are both set to cashed in order to cancel them out In practice reconciling your petty cash just means checking that the cash account balance shown in the system is the same amount as the actual money you actually have Bank to Bank Transfers Transfers create two records a transfer out equivalent to a payment from one account and a transfer in equivalent to a receipt on the other These are treated in all reconciliations as two separate transactions either one of which could appear on the corresponding bank statement For example you could receive a current account statement where the transfer in is shown even though you have not yet received a statement showing a transfer out from a deposit account where statements may be issued less often These situations are all accommodated within the reconciliations and reports and you do
34. and have run Close Accounts on the previous year the data will be transferred into the Last Year columns of each report as shown below Copyright Scribe 2000 Ltd 216 Scribe Accounts 2015 Inthe Working Document values are shown for last year and adjustments are deducted in the calculation of the current year Income and Expenditure in order to reflect true brought forward values The actual position on those adjustment items will be dealt with through their normal transaction records working themselves out in the new year or are re added at the end of the year In the following example let s start with the year end position including restated values for the previous year as it was our first year of the accounts Scribe Town Council Year End Working Document Year ending 31 03 2014 A B A B C Le Last Year Last Years _ This Years Inc Exp Income Receipts Adjustments Income Precept 5 000 00 0 00 0 00 5 000 00 Community Centre 15 00 0 00 300 00 315 00 Restated 0 00 500 00 0 00 500 00 5 015 00 500 00 300 00 4 815 00 Last Year Last Years _ This Years Inc Exp Expense Payments Adjustments Expense Administration 230 00 0 00 100 00 130 00 Community Centre 80 00 0 00 0 00 80 00 Open Spaces 0 00 0 00 500 00 500 00 Provision for Doubtful Debts 0 00 0 00 600 00 600 00 Restated 0 00 ___1 000 00 BEE __ 1 000 00 310 00 1 000 00 0 00 690 00 So here we see in the Last Year column of the Balance Sheet the detail
35. and sometimes perhaps at 6 months into the year or when preparing the following year s budget you may wish to amend the current year s estimates to reflect how things have turned out or policy decisions which have been made To change estimates all you have to do is edit the Cost Code from the Setup menu If you amend the overall estimates you may also need to review the flexed budget if you are using that function To move budget from one code to another simply reduce one code s estimated payments to the same extent that you increase the estimate on another code See Also Cost Centre e Cost Codel 6 Flexed Budget e Journals 119 Code Transfers 122 Earmarked Reserves Often a Council has an ongoing project and may be setting aside some of its precept money each year until it has saved up If properly explained this will probably be acceptable to the auditor who will no doubt normally prefer precept only to be raised for what is required each year so that you don t accrue excessive balances The Council s overall balance at the year end would therefore be increasing each year and it is appropriate to define some of this as being an earmarked reserve If converting to income and expenditure accounts and producing a balance sheet you can define movement of money between the general fund and the earmarked reserve and this will be shown separately in the balance sheet There is also a Capital Reserve shown on the balance sheet t
36. anything with your database The process of installing will then take place The desktop icon will be put back on your desktop but it may not appear in the same place Once completed you can now login to the updated Scribe application Copyright Scribe 2000 Ltd Installation 59 Updating the Database In some cases the existing database will need to be amended and a function in the Setup menu called Update Script will do whatever is necessary This process exists to protect your data You will see the message Script Updated Successfully You can now continue to use the program as normal but review the list of changes so that you are aware of how behaviour may have changed If you try to use the database without running the Update Script you will see error messages Running the Update Script more than once will not harm anything Multiple PCs This is a Client Server system so if you use two connected PCs for Accounts what you have is one server and two clients with the database server residing on one of the PCs or on a separate server machine You will need to run the installation process on each client PC You will need to run the Update Script function on the database which synchronises the database with the latest program If for example you have two PCs with one acting as the server and you update everything on that main PC the second PC must also have its program updated If you omit that then a
37. both receipts and payments on any code too Some people prefer to have all income processed into a single cost centre so you typically would have several cost centres for payments and one for income A middle way would be to have one code for income and several for payments in each cost centre There are no right and wrong ways of doing this it is a matter of preference taking into account any advice from your auditors Once you have the structure confirmed you can choose from two approaches to reviewing your annual business and arriving at a precept figure The first is to have estimated receipts and payments totalled in each cost centre which will result in a net expenditure planned for the cost centre This is likely to be the case if you have a committee in charge of a service With all the cost centres reviewed the total of these net cost centre requirements will add up to the council s precept requirement Copyright Scribe 2000 Ltd 26 Scribe Accounts 2015 The second if to simply list all the estimated receipts for all the codes to arrive at a total income estimate and to add all the estimated payments for all the codes to arrive at a total expenditure estimate The difference will be met by the precept Both the above assume that you wish to balance income including precept and expenditure within the financial year and are not proposing to use any money from balances or add to balances See the next se
38. by which time all dates entered should have been covered If the report balances you will know for sure it is incorrect cashed dates which are the problem Historic Unpresented Items Sometimes you will have old cheques which were issued perhaps many months or even years ago and you know these are not likely to be presented To cancel them so they stop appearing on the reconcile list you can do the following If the unwanted entry is in the same year you can edit it and zero the amount This means the transaction record is still there for audit purposes and you can add a note of explanation You can then also cash it in Reconcile to remove it from the list If the unwanted entry is from a previous financial year this means that in reality the payment in that old year did not materialise and the balance at that year end was too low You can t go back to that year so what you should do is to enter a compensating entry in the current working year Repeat the offending transaction exactly as it was but for the values enter these as negative figure ie use the same values for Net VAT and Total but have a minus sign in front of them all This will simultaneously correct the payments records the bank records the VAT account and the council balances You will then see both the original entry and the new cancellation entry on the current account reconcile list and you can tick them both off as cashed See Also Year End process 17 Bank Recon
39. can be deployed onto any Windows client so you canhave a mix of Windows PCs in any one network setup lf you are using a network server you can use Windows Server 2008 R2 SP1 or Windows Server 2012 For installation on Windows Server you must ensure the NET Framework requirements exist prior to the SQL installation Internet Explorer should be at IE 7 or above The prerequisites for the application are Microsoft NET Framework 3 5 SP1 and NET Framework 4 5 Both of these are required By default Windows 7 includes NET Framework 3 5 but will require NET Framework 4 5 to be loaded Conversely Windows 8 and 10 already have NET Framework 4 5 but do nothave NET Framework 3 5 You must load the missing one from the Scribe CD in the Prerequisites folder In any event the Scribe Copyright Scribe 2000 Ltd 226 Scribe Accounts 2015 setup program will check and report if either of these is missing The installation files are included on the Scribe CD To install NET Framework 3 5 go to the Framework 3 5 folder and run dotnetfx35 exe To install NET Framework 4 5 go to the Framework 4 5 folder and run dotNetFx45_Full_x86_x64 exe After installation check in the Control Panel Programs list and under the Turn Windows Features on and Off section that both are available and turned on 1 SQL Server If you already have SQL Server available on the PC or network and know its location you can now go straig
40. changes This will not create new transactions as you are not making extra receipts or payments These transfers are not shown as journals because they do not relate to existing transaction records Instead what will be created are code transfer records which you can list out later Copyright Scribe 2000 Ltd Transactions 127 5 11 To view the changes in context the best place to see them is on the Detailed Cost Centre report with the Code Transfers turned on You will see the transfers both in and out appearing in the relevant codes This will also help explain the values appearing on the summary reports which will take account of the transfers in order to represent the true cost of service Editing a Code Transfer You cannot edit a transfer because there is no guarantee that the figures would add up after being edited You can however delete one and create another transfer in its place The transfers already created by the One to Many process can also be seen on the list in the Code Transfer function so you can view each item and delete if necessary If you are deleting one item created by a one to many transfer you will probably just wish to add a single Code Transfer in its place Orders and Invoices It is generally good practice to issue purchase orders and depending on the volume of your Council s activities you may also need to produce sales invoices This facility allows you to produce those doc
41. deducting all income then separating income would not be an issue However if you look at costs and income in each service and add a net cost from each service to the precept calculation you would need to reflect this in the accounts You enter these by going to the Setup menu and selecting Cost Centre or Cost Code When you are entering then in Setup you will have to put the Cost Centre in before the Codes which relate to it However you can choose whether to enter all the Cost Centres and then go back and put Codes against each or instead create one Cost Centre and then add its Codes before moving on to the next Cost Centre The results will be the same As each Cost Centre is saved an ID will be allocated to it 1 2 3 etc so if you wish those IDs to be in numerical sequence you should create the structure in the sequence you wish to see later Codes will also be allocated IDs in the sequence you enter them For example if you have Cost Centre 1 with Codes 1 to 4 Cost Centre 2 will have Codes 5 to 9 if you do that one next In both cases Cost Centres and Codes all you have to enter is the descriptive name not the ID number You don t have to enter the budget at the same time you can come back to that later if you wish after you have the full structure in place 3 What are Transfers Some people find this hard to understand initially because some financial actions do not involve actual receipts or payments If you have m
42. distinct The actual money would be in one of your actual bank accounts so when it came to carrying out a bank reconciliation you would have to combine the two bank accounts in Scribe when comparing with the one statement from the bank What happens at the end of the year You must expressly enter the earmarked reserve total or a movement to from the general fund using the Reserves section of the Year End functions This will then state the reserves on the balance sheet If you are only using R amp P Accounts you do not need to do this but will need to explain to the auditor why the overall balance is what it is When you start the new year there is no carry forward of balances so you should run a Nett Codes Summary report at the year end to list your code balances and then input appropriate figures in the new year against each relevant cost code There can be no automatic carry forward because some of the year end balances may be negative The start of year values can only be allocations of the actual overall brought forward balance so must always be a positive figure If you have several reserves and one of these has gone negative you will have to deal with this by amending the budget expectations and start with a zero balance Whenever transferring an amount from the general fund to an earmarked reserve or vice versa if you wish Copyright Scribe 2000 Ltd Contents 29 to deal with a negative balance you can ent
43. etc will be incorporated and Doubtful Debts will be taken into account The Balance Sheet will also include reference data you have entered for Assets and Liabilities e Work in Progress e Temporary Lending e Temporary Borrowing Click herel19 for examples which shows where all the adjustments end up on the balance sheet Copyright Scribe 2000 Ltd 186 Scribe Accounts 2015 Scribe Town Council BALANCE SHEET 31 03 2014 Last Year Ended Current Year Ended 31 Mar 2013 31 Mar 2014 CURRENT ASSETS 0 00 Stocks and stores 500 00 0 00 Work in progress 3 000 00 500 00 Debtors Net of provision for doubtful debts 200 00 0 00 Payments in advance 300 00 200 00 VAT Recoverable 226 00 0 00 Temporary lendings investments 4 000 00 1 300 00 Cash in hand 5 979 00 2 000 00 TOTAL ASSETS 13 805 00 CURRENT LIABILITIES 1 000 00 Creditors 300 00 0 00 Temporary borrowing 5 000 00 1 000 00 NET ASSETS 8 505 00 Represented by 1 000 00 General fund Balance 2 505 00 Reserves 0 00 Capital 2 000 00 0 00 Earmarked 2 000 00 0 00 Adjustments 2 000 00 1 000 00 8 505 00 Back to Year End menul 74 8 7 Asset Register CR Asset Register Click on the Asset Register button on the year end toolbar You can do this at any time of year and do not have to wait until you are preparing the accounts The purpose of the register is to record your fixed assets and long term investments This can be used regardless of whether
44. for further details For further financial control during the year you have the option of profiling or flexing your budget so that for each month or quarter you have a more accurate idea of what you are expecting that month or quarter You can do this by structuring the budget for each code across the months of the year This is entirely optional To flex the budget edit the estimates under each code See Codes 6 for further details Printing the Budget Before you start entering transactions it is a good idea to print out the budget structure so you have a record If you have entered all the cost centres and codes but not yet entered the budget you can print out the structure of the accounts If you enter the budget for each code you can then print out the structure with the budget included Use the reports Summary Summary Nett Codes with budget or Flexed Budget using Calendar month 4 See List of Available Reports 18 for further details Budget Control Regularly during the year perhaps monthly you can compare actual receipts and payments with the estimates There are several reports you can use including at cost centre level or at code level and in summary or as a detailed list See List of Available Reports for further details For a quick look up of the position you can view the estimated and actual receipts and payments on any selected cost centre or code See Review Cost Centres and Codes 16 for further details
45. gap in the sequence of voucher numbers which you will have to explain to the auditor If you make a mistake it is better to use Edit and even then it is preferable to use the Journal function to record the changes if they are anything other than minor typing errors If you feel you need to remove an entry consider amending the values to zero and adding an explanation in the Notes section This will then maintain the sequence of voucher numbers When finished click on Close to exit the screen Use Previous to skip backwards through the entries you have already made By default the last record saved will be displayed when you go into the transactions screen and you can click Previous as many times as you wish to look at existing records where you do not need to use the Search facility This is particularly useful if you have been interrupted and are not sure how many records you have entered Note that once you have performed another function the Previous button will be disabled it only applies when you first go into the transaction screen Using Search to locate an existing entry To avoid having to scroll through long lists of transactions a search function will enable you to find a previous transaction quickly Sorting the search results grid into a particular order is a good way to flush out any incorrect entries you may have made See Search 104 Using an Existing Purchase Order or Sales Invoice to create a transaction Start
46. licence expiry so if you have not received any renewal invitation from Scribe 2000 a month prior to this expiry date please contact us To extend the licence period just key in exactly the sequence of characters given to you and click on Update Your licence will be immediately extended Note this code is case sensitive and may contain other characters If you cannot successfully type in the code ask us for an email containing the code so you can cut and paste the code into the box Tick the checkbox to accept the Scribe 2000 Terms and Conditions Click the link to the website to read these in full Note that the T amp C may have had minor amendments since the last time you accepted them Keep the licence key safe and if received electronically you should also print it out and retain it You may need to re enter the key if you are reinstalling for any reason for instance on a new PC or if you receive an updated version of the program Note that if you have more than one Council you will need to enter the licence code into each one as the licence expiry is held as part of each separate Council database Backup and Restore Select the Utilities menu and click on Security You will then have two options in a sub menu Backup This is intended as the means of taking a full security copy of the Scribe Accounts data It is recommended that this backup process is done at least monthly and irrespective of any other backup
47. longer required The best time to do this is ready for the start of the new financial year There are two reasons for this one is that you can t amend anything which has records lodged against it and you know at 1 April all the codes will be empty The second reason is that several of the reports at the year end show information about more than one financial year so it makes sense to see one cost centre move out of use across 2 or 3 years as a new one comes into play A cost centre which stops being used will still feature in the accounts for a while because any year end adjustments will be incorporated in the accounts the following year so there is no quick cut off when you stop using something This is not to say that you can t edit a code or a cost centre by changing its name to a more relevant description while leaving it in play within the accounts That can be an easier way of making your list of codes better reflect your current activity but remember that any change will be reflected on previous use of the code as well as future use If you wish to make structural changes during the year for example by creating a new cost centre and a new set of codes within it and you wish to transfer some existing activity across to the new area there are two ways of doing this Once you have added the new codes you can use the Journal Transfer to recode any existing transactions This will create a detailed audit trail but is perhaps the method
48. not need to make any adjustments for this The same applies to a transfer between bank and cash the cash account will always be assumed to be up to date but the bank account statement may not be as advanced This is perfectly acceptable Tip Transactions entered in Advance The check will be done as at the date you enter which normally coincides with a bank statement or month end However if you wish to produce a report for an upcoming meeting which includes payments entered in draft ready for that meeting you must take that into account and enter an advance date if you wish to include those payments Copyright Scribe 2000 Ltd Reports and Lists 147 7 Reports and Lists v Transactions Bank Reports Setup Year End Help eet E T d o l e E A t ec a ca d Z KR eo 4 Ka Summary Summa ZC Code Cost Transactions Supplier Customer 137 GP Cheque Draft List Detailed Code Transfer Check Out Bank Accounts Bank VAT Flexed Print Language Report ByCC Comparison ntre Competence List CCntr Report ist Invoice PO Transfer Any Bank Budget Settinas Settinas Summari jes Review Lists Bank VAT Flexed Budget Settings Several reports can be produced from the Accounts from one page documents through to the full annual accounts You will find in practice which ones serve your own purposes best Some recommended ones are shown below You can select the information you need you can amend the way you view
49. of the Council as you would wish it to appear and click Save If you have a VAT Registration number include it here so that it will appear on any invoices If you enter address details these will appear on purchase orders and invoices in the layout you enter them here in case you wish to use these instead of headed paper or logos You can turn those on or off under Print settings 1 4 2 Change Password Select the Utilities menu and click on Change Password Copyright Scribe 2000 Ltd 90 Scribe Accounts 2015 vw Change Password Old Password New Password Confirm Password All users have the ability to change their own login password 4 3 Product Licence Key Select the Utilities menu and click on Product Licence Note this form is also presented to you immediately after installation A default date will exist initially which will need extending by typing in the code supplied Current License Expires on 01 Aug 2010 License Key C I accept Terms and Conditions This screen displays your current licence expiry date Copyright Scribe 2000 Ltd Utilities 91 4 4 Make sure you renew your licence in good time because once the date shown on here has been passed access to the system will be denied immediately There is no period of grace beyond the date displayed Invoices are normally sent to you about 2 months prior to
50. off the data this process will not allow you to remove the database you are logged on to so if you only have one set up you would need to create another empty one to use specifically for the purpose Notes for IT Support If you are removing the Scribe Accounts application and you wish to remove this cleanly perhaps in order to have a clean reinstallation for some reason you should note the following e Deleting Councils Databases as described above will always leave at least one in place Use SQL Server Management Studio or equivalent to remove all databases e To uninstall the Scribe application use Control Panel and Add Remove Programs or similar e To remove configuration files which may interfere with any reinstallation check for e Scribe exe config for Windows 7 8 in Program Data Scribe 2000 Ltd and also delete the Scribe 2000 Ltd folder and similarly in Program Files Scribe 2000 Ltd The one in Program Files is the supplied default and the one in Program Data is the current established connections For XP in Documents and Settings All Users Application Data Scribe 2000 Ltd e User config for Windows 7 8 in Users lt User Name gt App Data Local Scribe 2000 Ltd and also delete the Scribe 2000 Ltd folder For XP in Documents and Settings lt User Name gt Application Data Scribe 2000 Ltd e Note for 64bit configurations some of the above locations may be under Program Files x86 e To uninstall SQL Express if necessa
51. payment amount or a receipt amount These transfers will be applied to the codes when you view them or report on them so that the reports give a truer indication of the actual business of that service Lists will include items showing transfer from Code X to Code Y You can produce a list of the code transfers and can also view the overall position including code transfers as part of the Detailed Cost Centre report See Reports 14 Note A payment transfer will reduce the payments shown against the source from code and increase the payments of the destination to code Similarly a receipt transfer will reduce the receipts shown against the source from code and increase the receipts of the destination to code The transfer does not create a payment on one code and a receipt on the other as this would affect the receipts and payments accounts of the Council This recharge process works as follows Select One to Many from the Journals group in Transactions Toolbar Copyright Scribe 2000 Ltd Transactions 125 x Code One To Many Transfer Payment Date From Code Comments Amount or value OReceipt 01 06 2010 Salary Code Transfer OR 0 00 Alloted 0 00 Alloted Amt 0 00 ee Total Balance 645 00 Stage 1 Select a code to be recharged in other words to transfer from This can be a payment code
52. position as entered through Start of Year balances etc they are just entering directly or amending the previous year balance sheet figures If there is any impact on the accuracy of the brought forward balances you will have to address that as well Note that restating last year s balance sheet figures is a permanent change If you make a mistake you can re edit any restated figure but you cannot undo the restatement and go back to the figures which had been brought through automatically For example restating the adjustments will e change the figures on the balance sheet e remove the cost centre based figures in the Working Document and replace them with total figures e remove the income and expenditure account details at cost centre level After inserting values click on Save to accept them permanently or Close to exit without saving Remember that when you restate any item it will be your own responsibility to get the accounts to balance For example if you make an alteration to an adjustment you will also need to manually amend the general fund brought forward and possibly also the end of year bank balance on these restatement screens and you may also have to amend the brought forward bank balance on the start of year bank balances to correspond Copyright Scribe 2000 Ltd 192 Scribe Accounts 2015 You are able to enter or edit any of the following items tT J Restate Last Year
53. programs rather than the accounts Council Namel e allows the Council s details as seen on reports to be setup or amended Change Password allows users to change their own login password Security a allows you to take a Backup of the database and to Restore from that backup if necessary for example if you have a new computer Product Licence allows you to type in the licence key given to you by Scribe 2000 You can check your current licence expiry date at any time Exit closes the application This is the best way to close down the program Technical Note If you find that you cannot access the Security menu items which demand a separate connection to the database this means that you do not have sufficient write permissions in Windows Check that your Windows user is set at an Administrator level You can select Run as Administrator to overcome a problem if it arises but will need to examine what settings exist on your PC and Windows Account Council name Select the Utilities menu and click on Council Name Copyright Scribe 2000 Ltd Utilities 89 EI Council Name Council Name Scribe 2000 Limited VAT Registration No 941 7451 20 Address Southfield Drury Lane Bicker Boston Lincs PE20 3EB This dialogue allows the Council s title to be setup or amended This is what will appear on all your reports You can change it at any time Type in the title
54. receipts payments Copyright Scribe 2000 Ltd Help and Support 221 9 Help and Support 2 Online Help Access the on line Help by clicking Help on the main toolbar and selecting On Line Help You will need Internet connection to access the Help You can access this from any PC not just the one used for Accounts If you do not adequate Internet connection on the PC when you need it or do not have access to Broadband you may prefer to access a PDF version which you can store on your PC See below The Web Help is published in HTML and will work with any browser Using this Web Help This guide is intended to reflect the menu structure of the application Use the left hand pane to select from the contents or use the index or search systems to locate a particular item You can move between Help topics by clicking on the links within the help text shown as hyperlinks or popups and the Help Contents can be accessed at any time from the top of the Help Window User Guides For a printed copy of all the Help to have a document for reading at your leisure or for reference or for an electronic file copy to have on your PC without having to access the Internet a PDF version of the User Guide is available This is supplied on the distribution CD and is also available for download from the User Information Centre website Note however that the CD version is as at a fixed point in time n
55. relate to how your own PC is configured Copyright Scribe 2000 Ltd 38 Scribe Accounts 2015 If you see just a warning coloured amber you will still be able to proceed After installation you will see some green successfully complete messages Installation Progress Setup Support Rules Setup process complete Bee eege Instance Configuration H Disk Space Requirements X Feature Name Status Server Configuration Database Engine Services Success Database Engine Configuration E SQL Server Replication See Error and Usage Reporting Installation Rules Ready to Install Installation Progress Complete You can now move on to installation of the Scribe Accounts 2015 application an This is much simpler and will take less time SQL Server Prerequisites There are more details in the Installation Guide supplied as printed on the CD and available for download The following is only a summary Know your system Firstly make sure you know what your computer has been named in Windows and exactly what Windows operating system the PC is using We are no longer supporting Windows Xp for new installations Windows 7 Windows 8 and Windows 10 need one Microsoft item installing or enabling before you start as this is not contained in the standard Windows configuration You need to know e whether you are using a 32 bit or 64 bit system so you select the correct installation programs e the PC na
56. remedy historic mistakes These should be acceptable for audit provided that there is adequate explanation Use the Description box to show it as an Adjustment and use the Notes to enter some further details As an example let s say you have received a credit note which cancels out a payment recorded in the accounts for the previous year or perhaps you find a cheque you have issued is never likely to be cashed What this means for the accounts is that your last year end balance was actually too low So you would enter an adjustment in the current year but rather than entering a receipt you should enter a negative payment This cancels out the erroneous payment recorded previously but does not over inflate the total receipts or payments the original entry has probably remained uncashed throughout so you Copyright Scribe 2000 Ltd 110 Scribe Accounts 2015 5 5 can now cash both entries to correct the bank account balances too Batch Edit The batch edit function is provided so that you can go back to a batch of records typically after a meeting has approved some payments so you can change the transaction date or add a minute number This does not allow you to change values but you can amend some of the descriptive elements You will need to select either Payment or Receipt to go into the normal transaction screen Start by going to Search and perform whatever search you need to narrow down the results in the s
57. reports and you can print or save the report to a file by using the features of the Report Viewer All reports will generally contain the date the report was produced and also the financial year Selecting the Report Filters or Parameters ei Viewing and Printing Reports e See a detailed list of all the reports 148 See details on the report groups e Summaries 14 e Review 15 e Lists 54 e Bank 154 e VAT 1 e Flexed Budget Annual Statement The Annual Statement 17A is one of the reports from the Year End toolbar You will need to ensure that all the end of year reconciliation and other checks have been completed For full details of what to do at the end of the financial year see Year Endl 17 What reports should print for Members The range of reports available is designed to offer some options You should not need to use all of them You should not need to give details about the cash position Members should be offered information about performance against their budget but they should not need to know about the balance in a bank account on any particular day Some councils do prefer a hands on approach and choose to see finances in greater detail You will almost certainly need to produce one of the lists of payments for approval but you can only do this if these are entered prior to making the payment You will need to be clear about when the payment is actually made and what to do if your draft payment is n
58. send out At that point it is not an actual receipt or a payment The data entry can then be converted into an actual record in the accounts when the money changes hands Purchase Orders 12 allows you to record data in advance of a payment and print an order to send to the supplier When you come to pay the supplier you can convert the record into a payment without having to re enter it Sales Invoice ei allows you to record data in advance of a receipt and print an order to send to the customer When the customer pays you you can convert the record into a receipt without having to re enter it Remittance Advice is a report which produces advice notes to accompany cheques being sent to suppliers You can also create electronic versions for emailing Making a Payment or Receipt amp Payment Receipt Every transaction must be identified as being either a receipt or a payment Select the appropriate button to display the data entry screen The examples below all deal with Payments but the same principles apply almost exactly for Receipts First the record must be defined as affecting the bank balance or the cash balance See Definitions 10 Select either the Cheque button or the Cash button at the top of the screen Copyright Scribe 2000 Ltd 98 Scribe Accounts 2015 4 Payment Cheque Cash Voucher No 7 Cheque No Net Banking ees 3 Date 05 09 2013 fis Minute
59. status will not be updated on that transaction Note that if you cash an item but forget to select a cashed date the system will use today s date as the cashed date and if this leads to a reconciliation error on the All Banks Reconciliation this may take some tracking down If you are working at the beginning of a financial year but are reconciling transactions in the old year s accounts the system will default the date to 31 March instead of today so that everything will be contained within the year in question Any mistakes in this area can always be corrected by editing see below Then click on Proceed Any uncashed transactions will be listed the first screen showing payments and the second screen displayed after you click Save amp Next showing receipts Remember to look at the Receipts page even if you have no uncashed items on the Payments page so after looking at Payments always click Save amp Next rather than Close Copyright Scribe 2000 Ltd Bank 139 Select Bank Select Cashed Date ce se EEKEEERT aaa a O Oo Oo al O O Oo LA al O al O 0 Go through the list and click to mark the check box for all those which do appear on the bank statement Payments not Cashed Click on Cashed for every item that appears on your Bank Statement 04 12 2012 40 00 04 12 2012 114 00 04 12 2012 294 00 04 12 2012 420 00 04 12 2012 2052 00 Roythornes 04 12 2012 700
60. that as with transactions you can amend the VAT calculation function so as to start with the Total value first if you prefer See details under Transactions 9 or VAT Rates zi 5 8 Applying Regular Charges oo o Regular Regular Apply Payments Receipts Regular Charges Click on the Apply button to select a regular charge and record it as an actual transaction You will firstly be presented with a search screen which will display just the regular charges Select Payment or Receipt to obtain the list you need Copyright Scribe 2000 Ltd 116 Scribe Accounts 2015 5 9 Applying Regular Charges Insurance PC Ins Co Click on Select All if you wish to apply all the charges displayed for instance if they all occur each month Alternatively select one or more by checking the relevant check boxes Note make sure you click the record twice when selecting the item once will highlight it and the second click will tick the box If the box is not actually ticked the record will not be selected Once selection is complete click on the Apply button A transaction record will then be created for each of the selected entries You can access these from the normal Payments or Receipts screens if you wish to add any notes or further details The regular charges will continue to appear on the search screen for use next time unless edited or removed using the Regular Payments i or R
61. the accounts the cashbook as Part A and the values from the bank statement figures you have just entered adjusted by the remaining uncashed items as Part B If A does not equal B the report will give you the value of the error If there is an A does not equal B message look again at the details you have entered You may not have entered the bank statement balances correctly If these are correct then the error must stem from the individual bank account reconciliation Copyright Scribe 2000 Ltd 144 Scribe Accounts 2015 eg a transaction being shown as cashed when it has not been presented or some other error on the transactions themselves see Bank Reconciliation introduction 13 for typical reasons You should recheck the individual account reconciliations See also the question of timing described below e alist of the relevant uncashed payments including bank transfers outwards e alist of the relevant uncashed receipts including bank transfers inwards NOTE The date stamping of cashed items is important It may be helpful to understand the processes which this report uses When you identify a transaction as cashed when you go through the individual account statement and tick off the cheques a cashed on or before date is recorded into the database according to the date you select when carrying out the individual account reconciliation This is done so that this All A
62. the cheque number or equivalent All the transactions will be listed individually and you will be able to see where a single cheque has been used to pay multiple invoices On the receipts side you may not issue physical receipts or record a receipt number for every income transaction and if not you could try recording the paying in slip reference number instead Can t reconcile the accounts with the bank statement If you find you cannot reconcile the bank statement here are some of the most common mistakes If you recognise the error amount try searching for transactions with that amount Check that an entry has not been charged to an incorrect bank account Look for half the error to see if an item is on the wrong side of the accounts eg a 10 receipt being recorded as a payment will make a 20 reconciliation error Check if the amount is VAT or an amount equal to VAT eg the bank statement shows 10 but the transaction was recorded as 10 plus VAT by mistake because of a wrong VAT code Check the bank statements again it s easy to miss a bank charge direct debit or some other item which has gone straight to the bank account If it is early in the financial year check the VAT and bank balances brought forward as these represent the starting line for the bank reconciliation process Remember two mistakes may create a net difference which makes no sense at first glance If you have trouble with cash
63. the transaction screen it will set the cashed date to today s date See Bank Reconciliation for further details about cashed dates The box is more usually used later to undo a cashed status entered in error by unticking the box The Notes box is available for any text you wish to add for your own purposes It will not normally appear on reports but you can use it within the Search function You can change a print Setting to include the notes on certain reports such as the draft payments or cheque lists This is so you can add explanations to members when approving payments You should decide in advance whether the notes are to be public in this way or kept for your own purposes They will not appear in any other reports other than those two The Cheque number should be entered if known For a receipt the receipt number should be recorded if one is issued which should always be the case with cash receipts See Definitions 12 for further details CECR Note that if you are entering a batch of cheques you can use the function key F1 to show the previous number used so you can change it to the next number The Net Banking checkbox allows you to flag up transactions which are being paid electronically You will then be able to select a different batch of numbers when you produce remittance advice notes and a separate cheque list Minute Ref Order Invoice No and Invoice Date are optional items o Minute ref can be used to t
64. to find contact details from the map Contact Scribe For support on technical matters or for any administrative or sales queries about your licence or invoice etc contact Andrew Pickering either by phoning 01775 820379 or preferably email andrew scribe2000 co uk so that we can prioritise customer requirements Currently we will also help with accounting queries but please note this is not part of the licenced support so may be withdrawn at any time You can also keep in touch using Twitter or Linked In You can link directly to these social media sites from the Scribe Info website We have stopped using Facebook or web forums as these were not being utilised Contingencies If Andrew Pickering is not available due to long term illness there is a direct route to the program developers for technical support but not for accountancy issues see the website for contact details and terms For accounts queries please contact the third party advisers Copyright Scribe 2000 Ltd Help and Support 223 9 2 9 3 Troubleshooting Error Messages Installation Troubleshooting See separate guide click herel 5 Error Messages when using the application Q Microsoft error messages will appear in two situations when the Scribe application cannot connect to a SQL database e You try to connect to a database on another PC or server when that is not turned on or when the network is not available e You try to lo
65. to take a particular look at bank transfers When you move money from one bank account to another the transfer amount behaves like a payment from one and a receipt in the other You will cash these two entries when performing the Reconcile in each of the two bank accounts and you can view the cashed dates displayed if you go to view the transfer record as well as in the reports If you are moving from a deposit account to a current account the frequency of statements may mean that you see the arrival of the money on a current account statement before you see a deposit account statement where it departed from This does not matter Always reconcile according to what you see on the latest bank statement and do not try to get ahead of the situation Copyright Scribe 2000 Ltd Contents 31 You may need to double check the dates of the transactions themselves If you have an error on the All Banks report it is possible that the transaction date has been entered for a date in the future although this is not likely at the end of year as limits are placed on the dates you can use Tip In all cases of detective work for bank reconciliation you may find that using the Search grid is helpful as you can sort any column into order eg date order or by value and sometimes this will help draw attention to obvious errors Tip To confirm that the error is because of recorded dates run the All banks Report to a future date eg 31 December
66. to use if you only have a small number of records to move If you have a large number you could leave the transactions where they are in the original code but enter a Code Transfer to move the total cost from the old code to the new one This means that when reporting at the code level or the cost centre level the spending will show up in the new area but the original transactions will still be in place At the same time you would need to amend the estimates for the old and new codes so that the target for spending Copyright Scribe 2000 Ltd Contents 27 was now sitting in the new codes Profiling the Budget If you wish to have a more sophisticated analysis you can add a profile to the estimates on each code by using the Flexed Budget function To set the profile edit the cost code in the Setup menu and select the profile you want for the individual code This attaches an expectation to the estimate as to when during the year it is likely to be paid for example monthly quarterly or annually and which month etc There are some specific flexed budget reports which would then allow you to compare actual expenditure at the given point in the year calendar month or quarterly with what you might expect to have paid by that time The ordinary Summary reports will not be changed and these will still provide results on the totals for the year to date Revising the Budget Routinely you will review progress against budget
67. useful for the end of year Alternatively select a single Cost Centre required Click on the drop down list of codes if you need a list based on a single selected code Note the Code Transfers tickbox allows you to choose whether or not to include the internal movements you have made using single or multiple code transfers If you included them you will obtain a list which corresponds to the Summary report and reflects the true cost of each service If you exclude them you will have a list of actual receipt or payment transactions ie actual income or expenditure undertaken by the council Both options will be valuable at different times Minimum Values You can filter the results to show only those items above a given net value This will be useful where you are required to publish expenditure information at a certain level of detail or choose to do so Click on the Minimum Value button and enter the figure required Note that by selecting zero you can use this facility to remove negative figures from a report which you may have entered for corrections or adjustments but do not need to show in routine reports Date Selective Net values From Date 01 04 2012 FA OAI Values To Date 31 03 2013 m Minimum Value 500 Click on the Additional Options arrow to see the sequence options referred to above You can then present the detailed report in the same order as the summary AJ Additional Options Order to Print
68. will appear in the Report Viewer window Pages etc will be shown on the bottom line of the window You can manage the report functions using the Report Viewer toolbar buttons Click the Print button to simply print out the report To export the results to another format for use in Word Processor or Spreadsheet etc click the Export button Copyright Scribe 2000 Ltd 158 Scribe Accounts 2015 x Crystal Reports rpt Adobe Acrobat pdf Examining the Results Search and Zoom To Search for text within the report click the left binoculars button To Zoom in to the report select the right binoculars button and select the zoom factor You can use this to enlarge the display when viewing the report on screen Some reports can also be printed with enlarged fonts see below P 5 Main Report Page Width 400 300 200 150 100 75 50 25 Customize Adjusting the Print Settings In most cases the margins contained in the reports will be correct However in certain circumstance you may wish to amend these slightly depending on how your printer handles the print boundaries You may also wish to drop the top margin down to allow for headed paper A Print Settings dialogue allows you to change any margin Select this from the Reports toolbar Copyright Scribe 2000 Ltd Reports and Lists 159 You are recommended to experiment with these in order to ach
69. with the Order or Invoice 127 Search on those to locate the one you need and then Send that to the transaction This will deleted the original order invoice and create an actual receipt or payment transaction which matches it Definitions Definitions and terminology Copyright Scribe 2000 Ltd Transactions 103 Cheques are taken for the purposes of the accounts as having been paid into or out of the bank account There is no separate record of cheques received but not banked and the date you pay cheques into the bank is not recorded If you send a cheque in the post treat the day you post it as the date of the payment not the date it was signed or the date it may be received Do not wait for cheques to be paid in and cleared as the timing of this cannot be predicted Cheques includes transactions made directly into the bank account such as charges or interest or any routine payments made by direct debit The term also covers electronic transactions Internet banking BACS etc It therefore covers all receipts and payments of the Council made to or from the bank account It does NOT include paying in cash to the bank when you have received it as cash or cashin a cheque to add to petty cash Every cheque you issue must have at least one transaction record entered against it Bank charges etc should be entered as soon as they are seen on the bank statement What about draft payments If you wish to en
70. 0 00 5 315 00 6 815 00 310 00 Transfer to from Reserves 4000 00 General Fund to Capital Reserve 2 000 00 General Fund to Earmarked Reserve 2 000 00 Scribe Town Council BALANCE SHEET 31 03 2014 Curre CURRENT ASSETS Stocks and stores Work in progress Debtors Net of provision for doubtful debts Payments in advance VAT Recoverable Temporary lendings investments Cash in hand TOTAL ASSETS CURRENT LIABILITIES Creditors Temporary borrowing NET ASSETS Represented by General fund Balance Reserves Capital Earmarked Balance Sheet incorporating all current year adjustments With all the above data entered the Balance Sheet now looks like this Copyright Scribe 2000 Ltd Year End 213 Scribe Town Council BALANCE SHEET 31 03 2014 Last Year Ended Current Year Ended 31 Mar 2013 31 Mar 2014 CURRENT ASSETS 0 00 Stocks and stores 500 00 0 00 Work in progress 3 000 00 0 00 Debtors Net of provision for doubtful debts 200 00 0 00 Payments in advance 300 00 200 00 VAT Recoverable 226 00 0 00 Temporary lendings investments 4 000 00 1 300 00 Cash in hand 5 979 00 1 500 00 TOTAL ASSETS 13 805 00 CURRENT LIABILITIES 0 00 Creditors 300 00 0 00 Temporary borrowing 5 000 00 1 500 00 NET ASSETS 8 505 00 Represented by 1 500 00 General fund Balance 2 505 00 Reserves 0 00 Capital 2 000 00 0 00 Earmarked 2 000 00 0 00 Adjustments 2 000 00 1 500 00 8 505 00 R
71. 0 and O ori Lor 1 etc see example of fonts on the licence sheet If you have tried this several times ask for an email of the document so you can cut and paste Try doing these stages with two people looking as it is easy to overlook something particularly if you have tried once or twice 9 4 Technical Reference This Page is intended primarily for ICT support SQL Server and Operating Systems The Scribe Accounts 2015 Application is an application built around the NET Framework and using SQL Server Express Theversion supplied is Microsoft SQL Server Express 2012 It is anticipated that the application can be installed into any SQL Server environment not 2005 or earlier and onto any server Existing users are supported on SQL Server 2008 and 2008 R2 including operating systems from Windows XP onwards A NAS device for file storage will not be appropriate as SQL Server generally requires local storage Any 2005 or earlier components of SQL Server must be uninstalled or updated This includes elements of old versions of Outlook eg Business Contact Manager You should therefore remove or update any Business versions of Office 2003 or 2007 or preferably try to use a PC which has not had these installed as some components may be difficult toremove Operating Systems You can use Windows 7 SP1 or Windows 8 8 1 or 10 in 32 bit or 64 bit forms for the server and connected PCs in any combination The Scribe application
72. 00 13 65 0 00 0 00 BKYC 0 00 0 00 0 00 36 00 0 00 0 00 0 00 45 00 Citizen of the Year 0 00 0 00 0 00 12 50 0 00 0 00 0 00 0 00 Copier 0 00 0 00 0 00 165 84 0 00 0 00 0 00 144 56 Election Expenses 0 00 0 00 0 00 61 16 0 00 0 00 0 00 1 129 99 Grants 0 00 0 00 0 00 0 00 0 00 3 377 00 0 00 0 00 Meeting Rooms 0 00 0 00 0 00 171 60 0 00 0 00 0 00 250 10 Newsletter 0 00 0 00 0 00 50 00 0 00 0 00 0 00 525 00 Postage 0 00 40 85 0 00 34 95 0 00 0 00 0 00 112 85 Precept Income 0 00 33 000 00 0 00 0 00 0 00 37 547 00 0 00 0 00 Professional Advice 0 00 0 00 0 00 650 00 0 00 0 00 0 00 41 600 00 Public Liability Insurance 0 00 0 00 0 00 1 665 95 0 00 0 00 0 00 1 643 98 Quick Review Code is a check of the current financial position on a single service code This is for quick reference and is not a printed report Copyright Scribe 2000 Ltd Reports and Lists 151 Cost Centre is a check of the current financial position on a single cost centre This is for quick reference and is not a printed report See Code Reviews 16 for further details Detailed Lists Transaction Lists Transactions is one of the key lists of actual transactions made The list can be produced for receipts or for payments and can be filtered by date by voucher numbers by bank or cash by bank account number by cost code or by VAT type in any combination You can also choose what order to print them in and by setting a Min Value you can also restrict the
73. 010 Fin Year Alias 2010 2011 From Date Show Calendar Gs To Date Show Calendar lente r Everything you do in the accounts must relate to one financial year and your entries will be recorded against one year because you will select the year to work on when you log in To create a new financial year add a description in the alias box and define the beginning and the end of the year using the calendar popups If you need to work on the new year you will need to log out so you can then log back in by selecting the year you have just created at login stage You will not be allowed to select dates which overlap but be careful not to leave a gap for instance by starting a year on 1 May by mistake You cannot go backwards When you initially install the system this has a default financial year do not try to create an earlier year earlier than this If you wish to backtrack you can do so by editing the dates of the default year but only if this is the first year you will be working on You cannot work on year 2 then year 1 then year 3 Make the first year you work on your year 1 In addition to creating the year you will have several other items of data to set up in relation to the accounts e H you are setting up your first year you will need some basic data about the previous one e lf your last year already exists you will need to transfer some data across See End of Year 174 and Start of Year ei for fu
74. 05 2014 10 9 MB 14 0 5130 5003 3 Microsoft Office Home and Student 2007 Microsoft Corporation 15 06 2013 12 0 6612 1000 Turn Windows features on or off To turn a feature on select its check box To turn a feature off clear its check box A filled box means that only part of the feature is turned on a il Microsoft NET Framework 3 5 1 EL Windows Communication Foundation HTTP Activation m Windows Communication Foundation Non HTTP Activation i aan moona EI In Windows 8 and 10 both NET Framework 3 5 and 4 5 appear on the list under Turn Windows features on or off panel After installation of NET Framework 3 5 make sure that both are turned on Turn Windows features on or off To turn a feature on select its checkbox To turn a feature off clear its checkbox A filled box means that only part of the feature is turned on ncludes NET 2 0 and 3 0 A m Windows Communication Foundation HTTP Activation Op Windows Communication Foundation Non HTTP Activa g or NET Framework 4 5 Advanced Services ji ASP NET 4 5 a WCF Services OE HTTP Activation 11 Message Queuing MSMO Activation CIE Named Pipe Activation Cl TCP Activation Idi 1 TCP Port Sharina Copyright Scribe 2000 Ltd Installation 43 2 2 Installing Scribe Accounts This Setup will install the Scribe application itself and the required supporting programs like NET Framework Crystal Reports etc
75. 1 May So it will include in the unpresented lists the items cashed at 15 June because they were uncashed as at 31 May This process facilitates the year end accounting and it is particularly important that you check off your statements up to the 31 March position on your bank statement If you ever need to correct a cashed date you can untick the cashed flag in the transaction record so that the transaction will reappear on the reconciliation list under Reconcile then set the cashed date to whatever you wish and retick it Note that if you tick a transaction as cashed using the main transaction screen itself the cashed date will always be set to today s date so if you wish to specify a cashed date you must use the bank reconciliation process If you are uncertain what cashed date has been recorded you can check this by looking at the Copyright Scribe 2000 Ltd Bank 145 Search function the cashed date will be shown as a column in the results grid If you need to change it select the item from the search results and follow the step outlined above For bank transfers the cashed dates both in and out are shown on screen Tip If you cannot get to the bottom of a discrepancy which you believe is related to timing try the All Banks Reconciliation using today s date as that will automatically include all records available to the system and will only report items still totally uncashed but see below
76. 1 04 2010 need to check when HSBC E Exempt 95 00 95 00 0 00 01 04 2010 you did something or HSBC S Standard 32 90 28 00 4 90 01 04 2010 what date has been ICICI E Exempt 20 00 20 00 0 00 01 04 2010 recorded against a HSBC E Exempt 20 00 20 00 0 00 01 04 2010 transaction HSBC S Standard 32 90 28 00 4 90 01 04 2010 HSBC S Standard 32 90 28 00 4 90 01 04 2010 You can drill down using these methods for instance by first doing a search on the description which will display a set of results then a further search on the value within those results Tip You can use the mouse wheel to scroll down a list when in Search mode 5 4 Editing an Existing Record Finding the record Start with either the Payment or Receipt screen Click on Searchl 104 Click on View and the record will be displayed in the main window Editing the record To edit the record you have located click on the Edit button You can amend any part of the entry except the voucher number one You are not allowed to change a payment entry into a receipt entry If you have entered a transaction on the wrong side of the accounts you will have to zero the incorrect entry and create a new correct Copyright Scribe 2000 Ltd Transactions 109 Click on Save to save the amended version As all the accounts and reports are built up from the transaction records there is nothing else you have to do All the information will be based on you
77. 1 04 2013 Di From 1 All Val vat All D View Report D Receipts Voucher Dap Till 05 09 2013 fis To 6 Min Val Select Codes Close le Copyright Scribe 2000 Ltd Reports and Lists 157 7 3 Simply click on each element to filter the report for example to look at payments on a given date or ina range of dates and from one bank account or all accounts and so on Click on View Report and the results will be displayed in the Report Viewer window but the parameters will remain visible You can change them to adjust the report results while you have the report open Click View Report again to refresh the report if necessary Only use Close when you have finished Note that the Title of the report is usually a standard one for that particular report Changing the filters to narrow down the results will not lead to the description in the report header being amended to reflect the filter so you will need to record exactly what the printed report is meant to represent Viewing and Printing Reports Search Zoom 8 Print Settings ef Margins 188 Council Name 1 Enlarged Fonts wei Language 160 Using Report Filters 18 When a report is being viewed on screen it is possible to control that view or to print out or file the report elsewhere A separate Report Viewer is used to display reports and these buttons are available in the Report Viewer window Printing or Exporting the Results The results
78. 4 Correcting Code on Transaction Correcting VAT on Transaction Correcting with a Journal Entry Cost Centre 21 63 Cost Centre Balances Tutorial 21 Cost Centre Reports 148 Cost Centre Summary on Screen 166 Cost Centres Tutorial 17 Cost Code 21 64 Cost Codes Tutorial 17 Council Address 88 Council Database 15 Council Logon 12 46 Council Name 88 Council Name as Database Name 15 Council Name on Reports 157 Council Setup 15 Council Vat Reg No 88 Create Council 15 Create Database 15 Create New Council 43 Create User 78 Creating Financial Year 48 75 76 48 75 76 117 119 117 119 117 119 83 194 Creditors 178 185 Current Account 68 133 Customer List 148 Customising VAT 73 VE Data Entry Tutorial 17 Data Entry Access 78 Database 15 Database Logon Database Name Databases 55 Date of Transaction 102 Dates of Financial Year 82 Debtors 178 183 185 Debts Outstanding 178 Definitions 102 Delete Code 64 Delete Cost Centre 63 Delete Council 76 Delete Database 76 Delete Descriptions 70 Delete Order 127 Delete Supplier 71 Deleting an Existing Transaction 108 Deposit Account 68 Descriptions 70 Detailed CC List with Code Transfers 148 Detailed Cost Centre List 148 Doubtful Debts 178 Download Centre 9 Draft List 148 sE Earmarked Reserves Edit 108 110 Edit Code 64 Edit Cost Centre 63 Edit Descriptions 70 Edit Supplier 71 Editing an Existing Transaction Electronic Payme
79. 75 177 178 181 183 185 187 189 197 202 205 Year End Accounts 171 Year End Document Examples 197 202 205 Year End Procedures 171 Year End Reconciliation Tutorial 21 Year End Reports 171 Year End VAT Tutorial 21 or ae Zero Rate VAT 73 Zoom Report Window 157 Copyright Scribe 2000 Ltd 237 Copyright Scribe 2000 Ltd
80. 75 Troubleshooting 54 55 223 Troubleshooting Installation Tutorial 9 17 21 Two Councils 15 Type in Licence Key 90 Types of Report Available 148 54 55 223 U Uncashed Transactions 21 135 138 142 Undoing a Restated Adjustment 189 Uninstalling 55 Uninstalling Scribe 43 76 Unpresented Cheques 21 135 138 142 Unpresented Cheques at YearEnd 178 Update 58 Updating a Batch of Transactions 110 Updating the Scribe Application 43 User Access 78 User Info Website 9 User Password 88 89 User Passwords 78 Users 78 Utilities 88 89 90 91 sVe Value Added Tax 166 VAT 97 102 166 VAT 100 166 VAT 126 166 VAT Balance 68 VAT Claim 116 VAT Form 166 VAT Percentages 73 VAT Rate 97 VAT Rates 73 VAT Rates Startup Tutorial 17 VAT Recoverable 21 VAT Refund 116 VAT Refunds 21 VAT Reg No 71 88 VAT Reports 21 166 VAT Restatement 189 VAT Return 166 VAT Transaction 116 VAT Transaction Lists 166 VAT only Transaction 116 Version Update 58 Versions of Program 32 View Code 166 View Cost Centre 166 Viewing and Printing Reports 147 157 Copyright Scribe 2000 Ltd 236 Scribe Accounts 2015 Virements 64 W Weekly Payments 114 115 Wellbeing 97 Wellbeing List 148 Welsh Language 160 What do I do First 15 Withdrawing Cash from the Bank 133 Work in Progress 183 Working at Home 21 Working Document Examples 197 205 Workstation 48 75 76 NW Year End 171 1
81. AT transactions 114 Copyright Scribe 2000 Ltd Transactions 101 The Total will be calculated Check that it matches the invoice total If some items are not charged VAT for instance if carriage is at a different VAT rate to the items purchased you can edit the values in any of the three boxes before you save the record Sometimes the VAT value may be rounded differently by the supplier so be 1p out Make sure the entry corresponds to the invoice If you amend the Net value after the calculation has been done a message will popup asking if you wish to recalculate VAT If you answer Yes the VAT will be recalculated based on the VAT type You can still amend the individual values Changing the way VAT is calculated The above is the default method If you prefer you can change the VAT Calculation function so that you enter the Total amount first and have VAT calculated from that to give the Net value Set the Calculation method in the Setup menu under VAT Rates 7 When you have VAT Type s Standard wl changed it you will i i see on the transaction screen that if you select a relevant VAT type eg Standard the boxes will appear in a different order You always fill in the top box first unless it is a VAT refund If you amend the Total value after the calculation has been done a message will popup asking if you wish to recalculate VAT If you answer Yes the VAT will be rec
82. Administrator on the setup program file right button menu Windows 8 or 10 Have you installed and turned on NET Framework 3 5 Windows 7 Have you installed and turned on NET Framework 4 5 Check in Control Panel Program List with Turn on Windows Features On Off displayed In all cases make sure they are both turned on and if necessary run the appropriate installation program on the CD Scribe Council setup shows errors when creating a database or trying to logon Error message that Scribe has encountered an error and needs to close Report to Microsoft etc At installation this may mean the Scribe application cannot find the SQL Express because it did not install correctly If your PC is not a new one it may also be that the graphics drivers on the PC are not up to date and cannot display forms which use later components You will need to update your drivers to the latest versions If the error persists first try uninstalling and reinstalling the Scribe application If necessary try installing the SQL Express again You will need to uninstall SQL Express before attempting to reinstall it Then try running or if necessary reinstalling the Scribe application Errors referring to network instance or connection failed or Could not open a connection or Login failed for user sa These all mean that the Scribe application cannot connect to the database for one reason or another
83. Bank VAT Balances Cash Bank Balances VAT Balance Using this function ensures you will be using the figures already recorded as the end of year balances To do this finish off the year s bank reconciliation and VAT calculations and then copy the balances Make sure you have copied the Bank details first You can amend them later if found necessary using the Setup menu See Starting Balances for further details Copyright Scribe 2000 Ltd Year End 197 8 11 You can also create brand new bank accounts if you wish but you will then have to manually insert the correct balances for each Technically it would be almost impossible to have new bank accounts on the 1 April which did not exist on 31 March If you amend your banking arrangements whenever that occurs you should add new bank details at the correct time and then record a transfer from the old bank to the new one Balance Sheet and Other End of Year Data To copy Balance Sheet and Annual Return data into the new year from the old one this will be done automatically for you when you use the Close Accounts function when logged in to the previous year If you need to restate the end of year figures you can do so in the new year rather than go back and re open the previous year s accounts This should be very rare The same process is however used to include last year s data for first time users See Last Year s Accounts w for further detai
84. Cost Centre Name Code ID Cost Centre ID Code Name Copyright Scribe 2000 Ltd 154 Scribe Accounts 2015 Code Transfer Report Select Select Detailed list of all Transfers N Code d Salary e View Report Detailed list for one particular Code Goes Code Transfer Report lists all the transfers made between codes and which do not relate to individual transfers These are the transfers created by the Code Transfer 12A or Transfer One to Many 124 functions Checklist Select Updated Date Voucher No Cost Centre 09 203 FA e Payments From Date 95 09 2013 45 Starting 1 All View Report Receipts To Date 05 09 2013 i3 Closing 6 N Gii Checklist is a lookup list which shows the dates last updated and also identifies any journal entries This means you can obtain a full picture if you are trying to locate when some change was made to a transaction The Journal Entry JE column shows True if a journal or False if not a journal Outstanding Purchase Orders and Invoices Select Order to Print Clinvoice Order No Range Customer Supplier Sales Invoice Invoice Order No Se ____ All v Mew Report e Closi i i O Purchase Order O Customer Supplier de JN If you use the facility to produce a sales invoice or a purchase order in advance of creating the actual receipt or payment transaction this list will show what are out
85. Did you type in all the bank statement values correctly If this is the first time you have used the report during the year do starting balances exist at the top of Part A and are they the correct values If not they need to be entered or re copied from the previous year If all this is correct the error will stem from dates When you use the Reconcile process on say the current account and tick off the items which appear on the bank statement you will select a cashed date at the top of the form This date is attached to all the selected records A common error particularly at the year end is to forget to do this The record will then take today as the cashed date by default and if you have been reconciling a March statement at some time in April an April date will have been attached to those transactions as the cashed date When the All Banks report checks it will report what it sees that as at 31 March those items remained uncashed To check whether you have done that use the Report called Accounts Any Bank which shows the cashed dates recorded You can also use this to find uncashed transactions or ones cashed in a particular period If you can identify a cashed date error edit the transaction and remove the cashed flag by unticking it and saving the record That transaction will then reappear as an uncashed item and you can go back to the Reconcile list and tick it off using the correct date at the top of the screen You may need
86. ELL lesten 35525 75 the accounts which assumes all transactions have been paid Payments not cashed Add s s s 10 00 through the bank Receipts not entered NEE 15000 00 Lines 2 and 3 show the items still outstanding which adjust the figure so that the balance shown on Line 4 should be the balance at the bank as shown on the bank statement You will be presented with some Report options Click on Close if you do not wish to use these Reconciliation Reports Copyright Scribe 2000 Ltd Bank 141 Select Bank Main Listings Detailed Listings Transfers Print Order Summary Payments O Payments Voucher Date i Lloyds TSB Treasurers A View Report CH Receipts Receipts O Voucher No The Summary report is the same information that was displayed on screen The Detailed Listings are of the uncashed entries as at the point you carry out the check If you print out a list for your records make a note of the cashed date you selected as this will not be printed on the report automatically You can however get a dated list of unpresented items from the All Banks Reconciliation Transfers list the transfers between banks or to from cash in the same way Select the report parameters and click on View Report Note you can select whether to list the unpresented transactions not transfers in Date order or Voucher Number order This may have a relevance if you have entered records out of sequenc
87. Flexed Print Language ompi List C Cntr Report ist Summi ut Report BvCC Comparison Centre Competence Invoice PO Transfer Any Bank Budaet Settings Settinas Summari jes Review Lists Bank VAT Flexed Budget Settings Summaries 143 Quick Review 150 Detailed Lists eh Bank 154 VATI 158 Flexed Budget w Copyright Scribe 2000 Ltd Reports and Lists 149 For details on the special end of year reports see the Year Erd For using the report viewer see Viewing and Printing Reports ei Summaries Summary Report Nett Codes Order to Print All Cost Centres Include Subtotal Report without budget figures Cost Centre Name Code ID View Report Select Cost Centre Report with budget figures Cost Centre ID Code Name i Close Cost Centre x Summary Report is a report giving Code by Code totals The report shows the budget and the actual figures to date for both receipts and payments on each code listed The typical report when you tick the Include Subtotal checkbox would be for a complete list of all codes grouped into cost centres and showing the subtotals for each You can however limit the report to a single cost centre The report is organised to show the estimated and actual receipts and the variance from estimate and the same for payments If either variance is positive this means you have received more or spent less than anticipated The Net Position is the
88. Income and Expenditure calculations at the next year end Copyright Scribe 2000 Ltd Year End 199 You can simply enter totals for each type again using the Restate Last Year function Let s say we have a total of 1000 creditors and 500 Debtors at the year end Note you will also have to amend the Restated General Fund figure to compensate Outstanding Bills 1000 00 Paid in Advance 0 00 Debts Outstanding 500 00 Received in Advance 0 00 These will then appear in the Working Document as a single adjustments line called Restated which will be taken into account when producing the Balance Sheet last year column and reversed out of the I amp E Account for the current year See below Last Year Ended 31 Mar 2013 CURRENT ASSETS 0 00 Stocks and stores 0 00 Work in progress 500 00 Debtors Net of prov 0 00 Payments in advanc 200 00 VAT Recoverable 0 00 Temporary lendings 1 300 00 Cash in hand 2 000 00 TOTAL ASSETS CURRENT LIABILITIES 1 000 00 Creditors 0 00 Temporary borrowin 1 000 00 NET ASSETS Last Year Inc Exp Income Restated Last Year Inc Exp se Restated Balance Sheet above Scribe Town Council Year End Working Document Year ending 31 03 2014 A B C Last Years This Years Receipts Adjustments 0 00 500 00 0 00 0 00 500 00 0 00 Last Years This Years Payments Adjustments 0 00 1 000 00 0 00 0 00 1 000 00 0 00 I amp E Account below A B C 500 00
89. Name as it will most likely be on the same PC but choose a different Database name See Setup Create New Councill for further details 1 5 First Time User Just starting with Scribe There is a suite of training videos on the website which you can run through at your leisure and these cover the breadth of the accounting system and best practice Here is a recap of some of the key points Installation of the Software Install the SQL Server Express first as this is what will hold all your data and then install the Scribe Accounts 2015 application You will initially need to create a council which is your accounts Copyright Scribe 2000 Ltd 16 Scribe Accounts 2015 database and also type in the licence key given to you Once that is done you can start to use the software See Installation Setting up Cost Centres and Codes and entering the Budget You will need to be logged into the correct financial year The system comes supplied with a default financial year which you will be obliged to use to log in when you first start If you need to add another year you should create this next See Financial Year si You will need to create a budget structure which suits your own purposes and provides the information you need to report during the year It will probably be helpful to have planned out the structure on paper first In future years you will normally copy from one year to the next At th
90. Rates as well as Cost Centres and Codes VAT is particularly important because you will be using these for reports later and in some of these the first character is important so you should enter a description with this in mind To simplify the process and to help make sure you have the basic rates in place a default set of rates is included in the default financial year which comes with the system So if you are starting in the same year you will not need to change anything If you are starting with the subsequent year as your first active financial year you should copy these existing rates into the new year Having created a new year and logged into it go to Setup and select Copy from Previous Year Then check the VAT rates checkbox When you click Copy this will copy all the rates into the year you are now working in See Also First Time Scribe User 15 This gives some background to starting out with the accounts There are also some guidance notes which you can download from the website to make sure you don t miss out any steps In particular see the section on Entering Last Year s details There are two things to do here concerned with your starting balances which you can do at different times Advanced FAQ an This section looks at some common areas where users may be unsure how to use the accounts system in practice 1 7 FAQ Tutorials Here are some Tutorials to help answer frequently asked questions about using the Acco
91. Ref Description Order Invoice No Supplier v Invoice Date Show Calendar fis Cost Centre X Bank Current Account Co op Code D VAT Type X Outside scope X _ 5 137 G P Competence Cashed Net 0 00 Notes VAT 0 00 N Tota 0 00 New l Save l Save amp Repeat Edit Previous Next Search Delete Close The Voucher ID will be entered automatically and is system generated You cannot edit this number The number displayed will be the next available number but this will only actually be used when the record is saved If you exit without saving the ID will remain available for the next entry You should record the Voucher ID on your associated paper documents eg purchase invoices If another networked user happens to use that number before you save the record you are working on a message will advise that the ID had to be changed The Date will be today s date unless you change it Click on the calendar to select another one The date must be within the financial year you are working on Type in the Description of the goods or service and the name of the Supplier or Customer If these are new entries you must save the details Always look to see whether a supplier or customer exists in the list before you type in a new one Click the down arrow to get a selection list and use the scroll bars to locate the item Alternatively start typing the name if you know it exists and press TAB when you see th
92. Reg No 941 7451 20 s Address Southfield ENT Drury Lane Bicker This function exists in the Setup menu so that you can go through your regular suppliers and add all their details You can then select them when making a transaction rather than having to enter them each time It also means that if you use a stored supplier for your transactions you can look back later to examine the business you have had with them If you wish to print purchase orders or sales invoices you will need to add the addresses in here Although the term Supplier is used this function also applies to the income side of your finances so you can record regular Customers such as tenants too Both will be shown in one list when it comes to selecting one in certain situations You can include the supplier s full VAT registration number here in case you require to show them ona VAT report This is essential for VAT Form 126 You can include the supplier s own account reference for the Council so that you can show this on a purchase order or remittance advice You must enter the email address if you wish to use the inbuilt email facility to send PDF copies of orders or invoices By storing details including phone numbers you can also use this screen as a quick look up facility for your contacts Just double click on the name in the left hand pane to have the details displayed The list displayed here will be in alphabetical order
93. Scribe Accounts 2015 Copyright Scribe 2000 Ltd Accounts 2015 User Guide by Andrew Pickering This Guide is a snapshot of the On Line Help guidance which is maintained on the Scribe 2000 website You are recommended to utilise the web help This PDF document may be used if a printed copy is required or if you do not have Internet connection on the relevant PC or if you do not have satisfactory broadband speed If you are using this file electronically you can still use the internal hyperlinks to move around the document Scribe Accounts 2015 Copyright Scribe 2000 Ltd All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused
94. Supplier Voluntary Support Group Copyright Scribe 2000 Ltd 140 Scribe Accounts 2015 Any items where you haven t entered a cheque number will therefore be at the top of the list but will be sorted in Supplier order You can expand any sub total list to show all the transactions covered by the cheque click on the button and you can tick off the whole of the cheque with the group checkbox or you can look at each of the items individually As you work through the statement the entries you leave unchecked on this reconcile list are the ones still outstanding and have not yet been presented to the bank as at the selected date Check that all bank transfers are also flagged correctly as these are also included within the lists If you make a mistake clicking again will remove the tick If you make a mistake and realise you have already moved on with an item wrongly ticked as cashed you can edit it from the main transaction record screen The reconciliation process simply presents all records which are shown as uncashed so if you edit this and remove the cashed flag it will appear on the list again next time For a one off correction you can select a specific cashed date and just tick off the single item The results of the reconciliation will be displayed on screen Select Bank Lloyds Proceed Reconciliation of Lloyds Line 1 shows the balance on the bank account as recorded by PI U
95. T based on Total value you would first enter 120 total and have the VAT calculated as 20 and the Net then shown as 100 You set the function here for each of the VAT rates clearly it will only be relevant to the non zero rates where an element of VAT is required It is recommended that R Refund rate remains based on Net to make entry of the figures simpler Note this option is available for Receipts and Payments for setting up regular receipts and payments and for journal corrections It applies to edits of existing records as well as new entries You can still edit the VAT amount on an individual transaction if the calculation does not quite correspond to the invoiced VAT amount or if VAT does not apply to the whole order Tip If you find that you are frequently adjusting the VAT element away from the calculated figure for example because of non VAT items being included within an invoice you will probably find it easier to use the Total first option as this makes it easier to amend the values Copyright Scribe 2000 Ltd Setup 75 3 8 Create New Council CreateCouncil E H Council Setup EVE 8FE880B63D SQLEXPRESS scrib Create New Council O Connect To Existing Council Delete Council O Delete Database Server Name Database Name User Name Password Display Name The term Council used here really means database It includes the where it is lo
96. aff codes which contain only payments which will be added up to give the total in Box 4 However sometimes because of repayments etc people have receipts on those codes as well and if so the total for Staff Costs in box 4 will show the net cost of those selected codes The relevant receipts will not be added into Box 3 The same applies to any receipts related to codes selected for Loan interest capital payments and to any payments on the codes selected for Precept income Boxes 2 4 and 5 are therefore all net values for the selected codes This means they won t automatically match the totals on your summary reports However there are reports available which will explain the differences if you need to demonstrate that you understand the figures If you have recorded values of assets and investments using the Asset Register function the total values will be placed into Box 9 Copyright Scribe 2000 Ltd Year End 205 8 13 Examples I amp E Income and Expenditure Year End What are the Income and Expenditure Documents Firstly let s look at the extra documents before we do any conversion simply by taking the figures from the Receipts and Payments Account Always carry out a Calculate to post the calculated data into the I amp E part of the database and do this each time you add some extra item Let s build up the accounts one stage at a time These examples use the values from the Start
97. after you have reported the position on code totals These corrective journals use the original transaction record and create other records accordingly They will always balance out the original automatically and provide an audit trail See VAT Code Corrections 119 for further details Code Transfer This option is an internal movement which simply transfers money from one code balance to another It will be particularly useful if you have decided to keep balances on each code so you can make a judgement about budget in the light of any balance you have in hand Transferred amounts will appear on certain reports which compare actual business against the budget so that you can see the real and allocated costs of the service as well as the transactions coded directly to the code See Code Transfer 123 for further details One to Many Recharging and Reallocation of Costs This option is a multiple version of the Code Transfer It can be used to allocate central costs to services For instance you may purchase all stationery in bulk initially charging it to an administrative code and salaries may also be charged to a single code initially Copyright Scribe 2000 Ltd Transactions 119 Subsequently you can recharge based on actual use to the appropriate codes where the budget for those services including the budget for their administrative costs should reside It is good practice that budgets and accounts should
98. age after checking if the user has sufficient Windows write permissions on the machine Being a Windows Administrator should be sufficient but if the error appears you can recheck this by manually opening the Scribe exe config file in Wordpad and attempt to save it without making any changes If you have Admin rights then you should be able to save it otherwise it will give the Access denied message The file will be placed in the C Users All Users Scribe_2000_Ltd folder If this is not the issue recheck any Domain policies which may be reducing permissions see below SQL Server Express installation in a Windows Domain environment Issues that can come up while installing on a domain environment are most likely related to security access permissions so please check these Provided the user has administrative rights on the machines on which you are installing the program this should generally be sufficient As a general rule always install SQL Server Express on the domain server so that it is always Copyright Scribe 2000 Ltd Installation 57 accessible from the other machines This is assuming that you have admin access to the server during installation If not then you will have to install it on one of the workstations As for the Scribe program itself again please ensure that you always install it as a user with administrative privileges preferably the domain admin account itself but if not then at
99. ail server and login Copyright Scribe 2000 Ltd 80 Scribe Accounts 2015 Zi Email Settings Mail Server name Port 25 From Email ID Enable SSL E User name Password Folder to save PO EI PDF files Email text for PO B Iu X Colour S Folder to save Pa Invoice PDF files el Email text for Sales 2 Invoice Bis pi Colour hg Below is a completed example The default Port 25 will probably be correct but you can check all the details in your email account Properties This may be under the Servers and Advanced tabs depending on which email you use To test the settings add yourself as a supplier and then send a test order or invoice to yourself See Orders and Invoices 12 Copyright Scribe 2000 Ltd Setup 81 i Email Settings Mail Server name From Email ID User name Folder to save PO PDF files Email text for PO Folder to save Invoice PDF files Email text for Sales Invoice smtp outlook com Port 587 andrew scribe2000 co uk Enable SSL andrew scribe2000 co uk Password SES Ca Users Andrew Scribe e i B 7 U Segoe UI SI kk E Attached is a purchase order from Scribe C Users Andrew Scribe el pr U gt Col olour E Attached is a sales invoice from Scribe Copyright Scribe 2000 Ltd 82 Scribe Accounts 2015 3 12 Financial Year eru S z 7 Financial Years 2009 2
100. ails of the bank accounts When copying Cost Codes you can choose to retain the same Budget receipts and payments figures against the codes or whether you would prefer to start from scratch Once copied you can edit any as required This will give you an opportunity to amend the cost centres and codes to be exactly as you need them for the new year Changing names or adding new ones will not affect how your end of year accounts operate Remember you can edit or delete any of these items before you start allocating them to transactions Because the records are associated with each year you can delete codes or suppliers for example which you know you will no longer require even though they are still in use in other years Note If you select Cost Codes but have not previously copied Cost Centres the Cost Centres needed for the selected codes will also be copied but not any Cost Centres where there are no codes to copy If you try to copy a set of master records twice then where Cost Centres Codes Banks or VAT are concerned the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting However for Suppliers or Descriptions you will be advised that records already exist You may opt to continue but the consequences may be an untidy set of items to select from later Copyright Scribe 2000 Ltd 196 Scribe Accounts
101. alculated based on the VAT type You can still amend the values before saving Save the Record New ll Save Save amp Repeat Edit Previous Next Search Delete Close Click on the Save button to save the transaction record Save and Repeat saves the first record but keeps the details on screen so you can use them in the next transaction You may be issuing rent invoices to several customers or entering several payments to the same supplier but on different codes The accumulated total of all the records apart from the current one will be displayed if you keep using this button Sometimes not all the buttons will be enabled depending on what you have been doing Copyright Scribe 2000 Ltd 102 Scribe Accounts 2015 5 2 Click New to clear the screen and start with a new record Click Edit to be able to amend the record displayed Take care that you don t inadvertently edit the last transaction entry by typing over it when you are intending to add a new one Having to click Edit to take control of the screen before saving is a precaution against this Always click New for a new entry it doesn t matter if you click New too many times as it won t increment the Voucher no unnecessarily Click Delete after you have clicked Edit to take control of the record to remove the record entirely Never Delete a record unless you have to as this is not best practice and will create a
102. all mean that the Scribe application cannot connect to the database for one reason or another e Check the server name used is the same as the computer name with SQLEXPRESS added on the end Check computer name again in Computer Properties under Computer name domain and workgroup settings Make sure there are no spaces in the name e Check you have used a backslash before the SQLEXPRESS not a forward slash e Check that Caps Lock is not set e Check that sa is lowercase and that Scribe123 is lowercase with a capital S Note If you have failed to logon but a database has already been created you will be prevented from creating another database with the same name so always use a new database name each time you try to Create New Council Write down the failed ones so you can tidy them up later If you forget what databases you have created you can check in Program Files Note Later when using Scribe you will also see connection errors like this at any time if you have installed over a network and the database PC or server is not turned on or the network is down when you try to connect from a different PC The Create Council stage was successful but cannot log on Check that for the logon screen you use the default user logon of Admin lowercase with capital A The system will not accept the licence key entered Check the licence key is typed in exactly as sent to you in the correct case and without spaces D
103. allow you to work retrospectively and you can go back to the 31 March position at any time Copyright Scribe 2000 Ltd 30 Scribe Accounts 2015 Using the All Banks Reconciliation Report Once you have all the individual bank accounts reconciled correctly you can go on to look at the All Banks Reconciliation report Note there is no point attempting that one until you are sure each individual account is correct If each individual bank account reconciliation is correct then the All Banks report will provide a complete reconciliation for all the Council s bank accounts including cash for 31 March Make sure you select 31 March as the audit date at the top of the form Make sure you correctly enter every bank statement balance as at 31 March This report looks at the accounts at the top of the report Part A and looks at what remains unpresented at the banks at the given date in Part B and compares the results with the Bank Statement values you have entered If it displays an A B message you will know that all your accounts information is fully reconciled with the bank statements and this report can be presented as part of the Accounts However sometimes this is not the case and you will see that A does not equal B Why do get an error on my All Banks Report when I have successfully reconciled all the individual bank accounts Firstly double check the obvious Did you ask for the report to be as at 31 March
104. ame for the backup eg scribeapril Enter the folder path for the backup eg D Temp Backups Instead of typing this in you can use the browse button to navigate to the folder you wish to use and if necessary you can create a new folder This approach will avoid mistakes when typing in a long path In this example you would create a file called scribeapril bak in D Temp Backups It is recommended that you maintain a backup regime somewhere on a separate drive or external media Copyright Scribe 2000 Ltd Utilities 93 to protect you against loss of the server If you wish to backup direct to external media you must ensure that this is in a drive on the server even if you are running the backup from a different PC You can create a temporary folder from which to burn a CD later if you wish Alternatively you can take a complete backup onto say a pen drive plugged in to a USB port on the server If you have any difficulties backing up directly to a USB stick try backing up to a folder on Drive C first then copying the resulting BAK file to the stick Sometimes USB drives seem to work at a different speed which may interfere with the process Restore Restore brings back the data in the reverse operation Server Name ANDREW PC SQLEXPRESS Restore Database Name User Name s Password eeccccces Directory amp Backup FileName on Server Restore Close Enter the full connection details as descr
105. an only delete a supplier if no transactions have been recorded against them in the current year If you wish to tidy up the file do it immediately after copying the list to the next financial year and before entering any transactions in that year Copyright Scribe 2000 Ltd Setup 73 3 7 VAT rates JA vat S Standard VAT Desc X Outside scope E Exempt Z Zero Value L Lower R Refund O Calculate VAT based on Net value O Calculate VAT based on Total value Here you can set or amend VAT rates according to what the Chancellor should determine You can add extra VAT types which you can allocate to your transactions if special rates are introduced or varied for some part of a financial year You may need to add an extra code if a new rate is announced or for low rates such as energy bills Tips While you can add extra codes you should not delete any of the standard codes such as X as these are used in certain reports You are not permitted to edit the R Refund rate You do not have to use a single character in your description like the ones shown but if you do you may find it easier later as some of the reports only display the first character of the VAT type For the common types which are used later for calculations in VAT Reports it is important that the name begins in the format character colon space as in the default codes provided Warning If you are cha
106. and expenditure showing against that Admin cost centre which will be fine if you have prepared your budget that way and can compare actuals with estimatees for Admin in the same way as any other cost centre Looking at the income side you would list all your costs and all your income for the whole year obtain totals for each and thereby arrive at an overall precept requirement for the difference The need to share or reallocate either receipts or payments relates to the second situation above Whenever you need to reallocate say 6 months through the year you would use the Code One to Many function This does not create journal records as these move actual transactions and there are no new transactions created by the process Instead the original transactions stay where they are and code transfers are created which adjust the receipts and payments totals of the affected cost centres Let s say you have a Staffing code in an Admin cost centre with many monthly transactions involved Copyright Scribe 2000 Ltd 24 Scribe Accounts 2015 and you wish to allocate the total salary cost out to 3 other cost centres Let s say those 3 cost centres have a code for Staff but currently the spending on them is zero In the Code One to Many process you would select the three relevant cost centres and codes and the proportion for each let s say equal thirds The result is that those 3 staff codes and therefore the cost centres repres
107. ansactions throughout the year rather than actual transactions Although you can produce invoices when using the Receipts and Payments accounts you should not try to use Accounts 2015 for Accrual accounting For details of what is included in the application click herel 1 to see the functions covered by the main toolbar Getting Started For a simple list of what needs to be done see the topic First Time User ei To go through the initial requirements for setting things up see the topic Setup The screenshots used in this guide for reference are generally captured from Windows 7 Other screen displays may be marginally different Copyright Scribe 2000 Ltd Contents 11 1 2 Application Toolbar w Transactions Bank p Year End Help 5 0008 g Payment Receipt Split Regular Regular Apply OneTo Code VAT Code Purchase Sales Remittance Record Payments Receipts Many Transfer Corrections Orders Invoice Advice Transaction Regular Charges Journals Orders Invoice Advice Note This main toolbar controls all the functions of the application By default you will see the first sub menu displayed which is the Transactions toolbar Each top level menu item has a toolbar below it when you select it Click on a link for more details Transa Bank Report Setu Year Help 22 ctions 138 sl End T TA Note You will only be able to access the toolbars which your permitted le
108. ar to be held ready for showing as the last year columns in Annual Returns and if you use them the Balance Sheet Do this as if you were restating the previous year figures See Restating Last Year s Accounts 18 Type of Accounts a Reminder Scribe Accounts 2015 is a Receipts and Payments or cashbook accounting system based on actual transactions This accounting method is appropriate for all councils provided they have a turnover of less than the large council accounting limit For those councils which need to or choose to produce an Income and Expenditure Account and Balance Sheet the process of producing these is included within the end of year procedures This does not mean that you are using Income and Expenditure or accrual accounting for the Council which would be based on invoiced transactions throughout the year rather than actual transactions You can still produce invoices when using the Receipts and Payments accounts Return to Contents a Page 1 6 Introductory Tutorial If you feel a little lost when it comes to navigating around the data entry screens here are some brief tutorials This topic is intended to be a driving lesson not a SatNav telling you where to go You should use the rest of the Help system for that There is also a suite of training videos on the website which you can run through at your leisure and these cover the breadth of the accounting system and best practice Copyright Sc
109. at 30 06 2011 15 You can select any individual VAT type for a list for instance all zero rated or all exempt items If you select All the list will contain all transactions where the VAT amount is more than zero regardless of the VAT type To provide the fullest information you will need to have captured the details of the suppliers including their VAT registration numbers using the Supplier 7 options under the Setup menu VAT Types need to be carefully defined for the VAT reports to work effectively See VAT Types 7 for further details Form 126 Where the Council is not registered for VAT you can reclaim purchase tax on expenditure for non business activity Normally you will use the prescribed VAT Form 126 which requires a Schedule detailing the transactions to accompany it You can use this report to produce the schedule and then just attach it as page 2 of the return This report will include any payment transaction which has a VAT component To provide the fullest information you will need to have captured the details of the suppliers including their VAT registration numbers using the Supplier a options under the Setup menu You must also have captured the suppliers invoice dates when recording the payment Note that if you omit a supplier invoice date there will clearly be a blank for the date which means that any such items will appear at the top of the list because the list is in date order This will s
110. at user name However we recommend that at some point you set up at least one other user name and password See Users 78 Note that because this is a database server solution your access rights go with you not with the PC so users can log on at any connected PC and use their normal Scribe security levels Conversely different people can log on with their own usernames at the same PC and have the access rights you have allocated to them For more details about network use click herel 4 Copyright Scribe 2000 Ltd 14 Scribe Accounts 2015 O To Exit the Scribe accounts go to and select Exit Unable to Logon from a Connected Network PC e f you see an error message about being unable to connect the database PC or server is probably not switched on e f you have a database on your own PC but it is attempting to connect to another database this will be because that is the last database you were using Just wait and the normal logon will appear after a few moments e f the original database has been removed from the server you can create a new connection from the remote PC by accessing Create Council direct from the login dialogue Database Connection In certain circumstances you will see a Council Setup screen which will be similar to this CreateCouncil Gei Council Setup EVE 8FE880B63D SQLEXPRESS scrib Create New Council O Connec To Existing Council Delete Counci
111. at you can have the budget in place prior to 1 April 2 Start using the financial year from 1 April for new transactions and all other purposes 3 Copy or Add bank balances as soon as you have reconciled the 31 March bank position 4 Copy or Add the VAT balance as soon as you have completed the bank reconciliation and are certain of a correct end of year VAT position 5 The balance sheet entries you might not have confirmed until the accounts are finalised in June or July so these will be copied when you close the accounts Bank Accounts and VAT balances To copy bank account and VAT balances as at 31 March into the new year to become the start of year balances as at 1 April use the Carry Forward Bank VAT Balances function e Bring forward Bank VAT Balances Cash Bank Balances VAT Balance Using this function ensures you will be using the figures already recorded as the end of year balances To do this finish off the year s bank reconciliation and VAT calculations and then copy the balances Make sure you have copied the Bank details first You can amend them later if found necessary using the Setup menu See Starting Balances for further details You can also create brand new bank accounts if you wish but you will then have to manually insert the correct balances for each Technically it would be almost impossible to have new bank accounts on the 1 April which did not exist on 31 March If you amend your bank
112. ation If ports need to be configured manually SQL Server generally listens on TCP port 1433 The article at http support microsoft com kb 287932 describes the firewall settings needed for connection to the server Configuration files If there is ever a need to reinstall or relocate it helps toremove these files so as to obtain a clean login Database Connection details are stored in Scribe exe config which is for Windows 7 8 10 in Program Data Scribe 2000 Ltd and the default in Program Files Scribe 2000 Ltd Scribe Accounts Last login connection for any Windows user is stored in User config which is for Windows 7 8 10 in Users lt User Name gt App Data Local Scribe 2000 Ltd Note some of the above paths may include x86 in 64 bit OS Note you may need to enable Show hidden files in Folder options in order to see these files in Windows explorer Logo filepath If a logo or address image is to be included in invoices etc a suitable file can be stored The file must be called Letterhead jpg and stored alongside the application configuration file typically C Program Data Scribe 2000 Ltd Note a blank image is supplied by default and it is recommended this be saved in case it needs to be reinstated Backup Restore A backup process is incorporated within the application and is recommended in addition to any overarching security This requires database connection login during the process not just user login a
113. cated as well as the what it is and technically it represents the connection to the database server so you are telling the Scribe Accounts program where to go to find the database which could be on the same PC or ona server somewhere else and the name of the database you need to use There may be a case where you are a Clerk of more than one Council or wish to run a totally separate database for example for a sports centre There are other eventualities where you may need to set things up again or to connect to another PC or server You can create a new Council setup at any time You will have had an initial opportunity to do this when first installing the database Go into the Setup menu and choose Create Council Here you have the options of Create a New Council or Connect to an Existing Council To create a separate database for a second organisation select Create a New Council Complete the details using the same server but a different database name If you are supporting more than one council or organisation you can use the name of the council as a database name instead of scribe Do not include any spaces in the name When you login later you will be able to pick which Council Database you wish to log on to and you must therefore take carer when doing so You do not need separate desktop icons For further details on what the Create Council function does see Installing Scribe Accounts 4 Building a Sandp
114. ccounts reconciliation can apply the audit date you enter at the top as follows Part A of the report looks at all transactions entered up to and including that audit date Part B calculations and lists find all of those items which were uncashed at that date by excluding the following e all transactions after that audit date e all transactions on or before that audit date which you have ticked as cashed e except where the cashed date on those is after the audit date This means you can roll back the reconciliation report to a past date as the report will exclude items cashed later than your selected date in order to find items which were uncashed at the time As a typical example let s say you receive bank statements in the latter half of each month Let s say on 20 June you receive a statement showing items cashed up to 15 June You have therefore drawn a line through the statement at the end of May and using the Bank Reconciliation function for that account you have ticked off all items prior to that as cashed on or before 31 May You then repeated with a cashed by date of 15 June and ticked off the rest of the statement When you now run the All Banks report you can select either date Let s say you select the month end and enter an audit date of 31 May Part A will look at all transactions up to the end of May Part B will find all of those transactions which are still uncashed or which are now cashed but were given a cashed date after 3
115. ceipts and Payments Accounts you won t even have to do that How do operate the estimates If you are working in this way you can choose what you feel is the best approach when it comes to setting the annual budget A normal payments estimate would be relate this to the projected annual spend and if it was a year when you were spending from the balance this might appear to be an overspend compared with receipts but this could be explained by using the combined reports Alternatively you could create an estimate for payments to match the total of balance brought forward and current year receipts eg allocation from precept and if it was the year when you were completing the project you would have actual payments which matched that total In any other year it would appear to be an underspend until explained in the combined reports where a continuing balance would be shown How do keep bank funding separate In addition you may have a separate account at the bank for the project where income such as grants would be paid in You would have a corresponding bank account in Scribe which would operate in the normal way and transactions would be coded to that bank account If you don t have an actual account at the bank but would like to see funds transferred to the project you can set up another bank account in Scribe even if you don t have one at the bank You can then transfer funds to and from that account and so keep the funding stream
116. cesscceysscescvaneneeaeueds 183 6 Balance She tiaiicscctccsccecseticcccteceevecccuetencctesecvecccuetencctezecvecccustencetezecvececubtenceterecvesccutdecceees 185 T WSset Register css cccc cei teaes ices cet ee ee vada eieeceds 186 8 Close ACCOUNNS i ciccicescis ce hiveccateencis cativectateenctscantivetetecnctsdanuivectedecnctecanuieectadeenchecenuieectarss 187 9 Restating Last Year s ACCOUN S cseecsseeeceeeeeeseneeeseneeeeeeeeneneesseneeneenesseneeaseneseeeneeneneess 189 10 Start or Car E 194 11 Examples inc first year cccccsseecseseeeseeeeeeeeeeeeneesseneeeeenesneneenseneseeeeesneneesseneseeeneenenees 197 12 Examples REP reran ase EERENS EEEREN NE 202 13 gt Ezamples IRE caion aN EENE EENE EENE EN 205 Part IX Help and Support 221 1 Getting Support eebe ENEE ENEE NEEN ec 222 2 Troubleshooting Error Messages csesccssenecseneeeseneeeeeneeneneeeseneeneeneseeneeasenesneeneeneneess 223 3 Troubleshooting Installation cesecseecsseeeeseeesseeeeeeenesneneesseneeeseneseeneesseneeeeeneesenees 223 4 Technical Reference esecceeccssseecseneesseeceseneeneneesseneeeeenesseneesseneeneeneseeneesseneeneenesneneens 225 Index 230 Copyright Scribe 2000 Ltd Foreword gg A Scribe Accounts 2015 Scribe 2000 Ltd Foreword We hope you find this guide useful relevant and written in Plain English If you notice any errors or omissions or have any suggestions for additional pointer
117. ciliation s Reconcile 138 Reconcile All Banks 1 Year End VAT Account Errors If your VAT account is correct and up to date the end of year will present no difficulties If you run the VAT Summary report you will see the final balance on the VAT account and that same figure will appear as the VAT recoverable figure on your balance sheet and also be the amount typically of the first claim immediately after 1 April You can print out the normal list or schedule which would support the next claim to see whether the content of the list which will add up to the total VAT balance appears to be correct If that figure appears to be incorrect there are some basic things you can check Was the start of year balance correct This is shown as the top line of the VAT Summary report the balance in the Setup Bank Balances VAT and the amount shown as VAT recoverable on last year s balance sheet These should all be the Copyright Scribe 2000 Ltd 32 Scribe Accounts 2015 1 8 same If not you may need to copy the last year s balance across using Setup and Bring Forward Bank VAT balances That amount should also be the amount of your first claim made in the year you are just finishing assuming you made the claim at the very beginning of the year Have the VAT Refunds been processed correctly Check using Reports Transactions Receipts and looking for a VAT type of R Refund Typically you will see four entr
118. cing calculated data with some directly entered data to be used for going forward from that point In the first year end where you have blank entries on the left hand column of the I amp E account you can always manually enter cost centre values from your previous year s accounts if you prefer Similarly where there is a cost centre called restated on the current year I amp E account and Working document you can always manually associate these with cost centres if you prefer so that tyou do not see the term restated Copyright Scribe 2000 Ltd 202 Scribe Accounts 2015 If left as printed you will need to mention to auditors that this is derived from first use of a new accounting system and does not imply that you have had to restate the values as a result of any error Note that for similar reasons in the first year end any reversals of restated adjustments will be placed into the Other boxes 3 and 6 of the Annual Return as they cannot automatically be associated with cost centres 8 12 Examples R amp P Receipts and Payments Year End Starting with the bank balances shown in the Start of Year example 1300 let s say we make the following transaction entries Payments Code Total Net VAT Office Equipment 60 00 50 00 10 00 Salary 100 00 100 00 0 00 Salary 80 00 80 00 0 00 Cleaning 96 00 80 00 16 00 Receipts Code Total Net vr
119. ck can be run at any time during the year or at the year end and it provides a comprehensive check on the bank position The Audit Date you select will determine which transactions are counted in the top half of the report related to the accounts and which unpresented cheques etc if any are counted in the bottom half of the report relating to the bank statements The report will always run from the start of the financial year up to the date you enter Important See Note about cashed dates below Copyright Scribe 2000 Ltd Bank 143 Cash in hand per Bank Statements The date entered below is the date from the bank statement up to which the reconciliation has taken place Audit date 29 05 2010 Tei Bank statement Amour 29 05 2010 13 00 29 05 2010 20810 00 29 05 2010 29000 00 You will be asked to enter the figures from the latest Bank Statements and a current figure for the cash account Note the dates entered should be the dates of the bank statements for reference but those dates do not affect the calculations at all It is important that you perform the ordinary Reconcile process first This will make sure that all transactions have been recorded as otherwise you may waste time on this report This form will then do all the necessary calculations and produce up to three reports which you can select The three reports are e a Main Report that looks at the balances obtained from
120. combination of those two variances to give the overall position for the individual service code Scribe Town Council Summary of Receipts and Payments All Cost Centres and Codes Receipts Payments Net Position Code Title Estimated Actual Var Estimated Actual Var si under over spend 1 Salary 12 000 00 11 700 00 300 300 2 Insurance 200 00 200 1 000 00 757 00 243 443 3 Supplies 500 00 335 00 165 165 4 Cleaners 200 00 200 2 000 00 1 470 00 530 730 5 Community Volunteers 500 00 450 00 50 500 00 500 450 6 Printing 200 00 250 00 50 70 00 70 20 7 Allotment rent 5 000 00 5 015 00 15 15 8 Allowances 250 00 250 250 9 Improvements 2 000 00 2 750 00 750 2 000 00 1 400 00 600 1 350 10 Precept 10 000 00 8 600 00 1 400 1 400 NET TOTAL 17 700 00 17 715 00 15 18 000 00 15 732 00 2 268 2 283 V A T 496 40 GROSSTOTAL 17 715 00 16 228 40 The Nett Codes option shows receipts and payments totals and balances against each code within each cost centre VAT is aggregated Optionally the budget figures can be included for comparison purposes Copyright Scribe 2000 Ltd 150 Scribe Accounts 2015 Summary by Cost Centre All Cost Centres Selected Cost Centres Select to re use an existing report or create a new one Order to Print d Cost Centre Name View Report Use a memorised report l Create a new report P Cost CERED Close Summary by Cost Centre gives totals at the cost centre level only
121. cribe Accounts 2015 7 March S 20742015 Summary of Re AJI Cost Cer Sar Poakicn ae se pas zeng Code ne Ectmsied Actual HI CCTV Maintenance pa pe k Kand A 2 Notice Scents z tait ii ams Town Map 15 00 sc sc 300 we A Trans to Community Reserve HN H 5 Town Feir 4 000 00 2460 00 GES SE 6 Chetstmes Fair 4 200 00 1 801 00 E s 7 Chrtstmes Lights e 470 amp Omer Promotions ao S E st 9 Wed dite Sp Se e e 10 Town newsilestets Hi Hi ba Gs 11 Town Guide Promotional Utersture se ze 2 aa Ge 2 Play A sOpen Space Maintenance 1 236 13 Fees ss i tit 12t 4 Rent 1 000 00 1 000 00 Di 430 bes bes 45 Sports Fitch Maintenance 2 067 00 2202 00 P A we 416 Wayiesves 120 00 24112 a 17 Allot rents 1 000 00 105539 e 18 Water Chenes ERAI ad Ts 19 Maintenance a See Epe ppe 160 SN pe ef te BE is z BE 7 4 Budget Management Setting up the Budget Before you start a financial year you will develop a budget of estimated receipts and payments in order to determine the required precept for the year Copyright Scribe 2000 Ltd Reports and Lists 165 The budget will be structured in Cost Centres and Cost Codes and this structure should be replicated in your accounts To record the budget for each code create the Cost Centres and then the Cost Codes and enter total estimated receipts and estimated payments for the year against each code See Cost Centres and Codes af
122. ction for an introduction to using Reserves and having balances on the cost centres When starting out with Scribe Accounts create cost centres using the Setup menu then add cost codes into each cost centre The estimated receipts and payments can be entered against each code either as you create them or you can go back and do this later on After the first year you will be able to copy these from one year to the next again using the Setup menu and you can copy the structure with or without the previous year estimate figures The budget process will normally be well ahead of 1 April and you can use the Scribe system to draft out the estimates if you wish Simply create the financial year make sure your structure of cost centres and codes is in place and enter the draft estimate for each code You can then print a Summary report with no transactions recorded yet of course so you will see all the estimated figures If you have been using the system you will be able to report the actual position as at the point of the year when the estimates are produced and for the previous full year if available This can be done at any time and you can create the new financial year in the accounts whenever you wish and copy the current year structure of cost centres and codes across to it Changing the Structure of Cost Centres From time to time you may review the structure and find you need new codes or new cost centres or that some existing ones are no
123. ctly when carrying out the backup or alternatively copy the file onto the stick after taking a backup into an existing folder on the computer On the new computer log in to that new council and the one available year and then Restore the data from the backup file you took on the old machine again either directly by selecting the USB stick for the restore or by copying the file into a different location on the new PC and restoring from that Remember that when taking the backup the details will be filled in automatically apart from the filename At the Restore stage you will need to select the source file and also say where you wish the data to go ie the database name This will be the same database name which you used when creating the Council after installation The restore will place the data into the previously empty database and then when you log into it next time you will see exactly the same data as you had on the old computer 2 When you wish to take a copy home or use on a laptop which is not connected to the main PC via a network A second PC can of course be connected directly to the main database when it is in the office so that both are using the same data However to remove data to a remote location needs a copy of the database physically stored on the remote machine This may be for use at a meeting or to work at home or to give to an auditor etc etc In these cases the remote computer must have a full installation of the Scrib
124. d 118 Scribe Accounts 2015 has been submitted It is not then appropriate to change the original entry but you do need a way of recording the correction Note This is not the same as revising estimates to reflect changing priorities for spending or because your circumstances have changed To move a budget amount make a virement between codes you should edit the budget figures on both codes in question ie increase one and decrease the other by the same amount See Also FAQ Tutorial 2 relating to Journals and Code Transfers Three kinds of Journal adjustment are covered which relate to the most common situations VAT Code Corrections The first case starts with an existing transaction This is for example when a transaction has been incorrectly entered as far as the VAT or Cost Code is concerned Using this journal system the original transaction entry will be retained and two further entries will be created one to cancel out the original and one to replace it All three will be cross referenced automatically The journal can be used to recalculate and replace the VAT component of the transaction for instance if the original entry had been coded as exempt when it should have been standard rated You can also use this to recode an entry which has been coded incorrectly and where you wish to show this change not just edit the original This may occur for instance if the change needs to be made
125. d Expenditure terms Note this only covers invoices received not purchase orders PAID IN ADVANCE takes any payments made where the cost relates to the subsequent year for instance insurance premiums or maintenance contracts You can allocate a proportion of the cost if you wish DEBTS OUTSTANDING covers payments still due to the Council at 31 March and will create debtor figures for each cost centre If you issue invoices and have not entered actual receipts enter each unpaid one RECEIVED IN ADVANCE relates to receipts you have already collected which relate to the following year for example for advance bookings or fees There are two other items to consider STOCKS STORES is used to record information about the value of stock held when this is substantial ie over 1000 and which therefore needs to be treated as available for subsequent years DOUBTFUL DEBTS is likely to be used rarely but if any can be identified they should be shown in order to be flagged up in the Balance Sheet Enter a total provision as at the year end Doubtful Debts does not need allocating to a cost code this will be processed automatically Note that VAT is also an adjustment but this is processed automatically Copyright Scribe 2000 Ltd Year End 181 8 4 Note that Unpresented cheques do not constitute Outstanding Bills at year end They have been properly accounted for within the year as payments even if the mon
126. d if so the total for Staff Costs in box 4 will show the net cost of those selected codes The relevant receipts will not be added into Box 3 The same applies to any receipts related to codes selected for Loan interest capital payments and to any payments on the codes selected for Precept income Boxes 2 4 and 5 are therefore all net values for the selected codes See also effect of Adjustments on Annual Return below Now let s look more closely at the conversion of R amp P to I amp E using the 3 toolbar buttons one at a time a aA pe Ze Be Adjustments Reserves Assets Asset Liabilities Register Data entry What are the effects of Adjustments Let s enter some Adjustments at the year end Use the Adjustments button on the Year End toolbar In this example we have entered just one under each type but you can have as many as you need They are all allocated codes so that they can be aggregated under cost centres later Copyright Scribe 2000 Ltd 208 Scribe Accounts 2015 Scribe Town Council ADJUSTMENTS FOR THE YEAR ENDING 31 03 2014 Outstanding bills received but NOT paid Creditors Increase Expenditure Code New printer Office Equip Co Ltd Office Equipment 200 00 200 00 Payments made in advance Decrease Expenditure Code Energy bill EDF Electricity 300 00 300 00 Qutstandi ents DUE TO the Council Debtors Increase Income Code Rents J Smith Fees 400 00 400 00 Received in Advanc
127. d questions For all Councils where the annual turnover exceeds the prescribed limit and in order to comply with the Accounts and Audit Regulations and current guidance the Receipts and Payments cash book accounts must be converted into an Income and Expenditure Account Full details are contained in the Accounting Guidance for Local Councils Practitioner s Guide downloadable from NALC The process is fully described below Be careful as you approach the thresholds as you will need to re examine 3 year s accounts in order to present them all on the same basis so the best advice is to discuss this with your internal auditor if it looks as though you may need to change over For Councils with annual business of less than the above threshold it is not a requirement to do the conversion as only the Annual Statement is essential but you can choose to do more if you wish or if recommended by your Internal Auditor Sticking to Receipts and Payments IMPORTANT If you are only producing the Annual Statement on a Receipts and Payments basis you do not need Copyright Scribe 2000 Ltd 172 Scribe Accounts 2015 to use all the other functions on the Year End Menu or perform any conversion or calculation processes Click HERE 17 for details of how to complete the year end on a Receipts and Payments basis Note that only users with Administrator privileges can access the Year End Menu
128. dual cashed position of each part of the transfer is shown by the Cashed box next to the from and to boxes against each transfer record The Cashed box relates to bank reconciliation and shows whether the item has been cashed ie presented through the bank and showing on a bank statement It should not normally be entered when creating a new transfer record and therefore the tickbox is only available in edit mode Once a transfer has been cashed using the Bank Reconcile function the cashed date will be displayed on this screen Note if you do tick a cashed box on this screen it will set the cashed date to today s date See Bank Reconciliation 13 for further details about cashed dates The box is more usually used later to undo a cashed status entered in error by unticking the box Note that the cashed status on the Cash account is recorded in the same way as other accounts but is of no relevance as all cash processes are treated as instantaneous See below Transfers are easy to miss Remember to check the bank statement for them and add a transfer record if necessary and also remember to check them off as cashed when doing bank reconciliation Dealing with Petty Cash If you operate an imprest bank account whereby a transfer is authorised by the Council from the main Copyright Scribe 2000 Ltd Bank 135 6 2 spending account to one which can be used for minor items without further approval t
129. e By starting with a brought forward balance perhaps adding an element of precept perhaps incurring expenditure during the year and ending with a new balance you will be able to see the project developing This is the main purpose of having an opening balance on a code and will allow you to report more fully than the summary reports which only look at the annual precept and budget Bank Accounts You may find it easier to manage the funding if you create a new bank account in the records and transfer the amount of the reserve to it This may be an actual bank account specifically set up or it can be a nominal account which does not really exist and will form part of another bank account balance If so you will need to add the two together when reconciling your bank statement This approach means that you can transfer real money to the project account and progress on that will be distinct to the rest of the accounts This will be useful if you have external funding coming in to the project which you can show separately The year end position will still be entered on the balance sheet as described above Assets and Liabilities See Asset Register 18 for how to manage your list of fixed assets and all long term investments which will be reported on the Annual Return In addition to those assets you may need to specifically add other items directly onto the Balance Sheet What you can enter here are values for short term assets and liabili
130. e Decrease Income Code Booking Fee Bride to be Fees 100 00 100 00 Stocks and Stores over 1 000 in value Decrease Expenditure Code Fuel stocks Mobil Maintenance 500 00 500 00 Provision for doubtful debts Increase Expenditure Code Old Rents Misc Tenants 600 00 These adjustments will impact on the Income and Expenditure Account the Working Document and the Balance Sheet Once you have done this you now have income and expenditure accounts and this may be as far as you have to go How this works is shown in the linked diagrams below Copyright Scribe 2000 Ltd Year End 209 Scribe Town Council ADJUSTMENTS FORTHE YEAR ENDING 31 4 Scribe Town Council Year End Working Document Year ending 31 03 2014 Outstanding bills received but NOT paid Creditors Increase Expenditure Code New printer Office Equip Co Ltd Office Equipment W SE This Years Payments made in advance Decrease Expenditure Code Energy bill EDF Electricity Qutstanding payments DUE TO the Council Debtors Increase Income Code es Administration Rents J Smith Fees Community Cente Provision for Doubt Debts Booking Fee Bride to be Fees 100 00 100 00 Stocks and Stores over 1 000 in value Decrease Expenditure Code m amp Expenditure Account Fuel stocks Mobil Maintenance 500 00 01 04 2013 to 31 03 2014 500 00 Current Year Ended
131. e extent of their trading Select Select Quarter Date for tax return Osummary OLists Goen nu Start Date 01 04 2011 PS VAT 100 OForm 126 no 1 to Sa pet 20 06 2011 Tal 4 The VAT 100 form is a quarterly business return and this option provides details of turnover and of VAT amounts and provides the figures for the different boxes in the return The amount of VAT to be paid to HMRC or to be refunded by them will be calculated automatically If you select a normal quarter the dates will be calculated automatically If you need to make returns for non calendar quarters select the start and finish dates using the calendars Note that some of the totals on the form exclude VAT type X for transactions outside the scope of VAT so you should use X as a standard type if you wish this report to be wholly correct This form mirrors the HMRC online submission so if you are happy with the VAT Summary report you can normally just copy the values into the corresponding boxes Copyright Scribe 2000 Ltd 168 Scribe Accounts 2015 Also print out the lists to support the values entered in the VAT return VAT Lists Lists provide details of the transactions within the relevant period to back up and cross check the return Select Select Quarter Date for tax return Vat Type Osummary Lists Enter 1 01 04 2011 Quarter Start Date 15 All bd OVAT 100 OForm 126 no 1 to Ai Finish D
132. e reinstated Backup Restore A backup process is incorporated within the application and is recommended in addition to any overarching security This requires database connection login during the process not just user login and utilises Microsoft procedures to create a bak file of the entire database selected Any database can be backed up from any connected location and to any destination location but this must be local to the server The current logged on database is supplied as default A filename and path for the backup location is required when performing the backup if only a filename is entered the result will be saved into the Microsoft data folder by default Restore requires the full filepath including the bak extension If restore is performed to a new database name the database will be created automatically but later will require a Connect to Existing Council to add it into the Scribe system Recommended restore process is to create a new database using Create Council then log into it and restore using the same database name Uninstalling Copyright Scribe 2000 Ltd 228 Scribe Accounts 2015 Council Setup allows for the deletion of existing Councils or Databases Normally use Delete Database which removes both elements The Council currently logged on to cannot be deleted Therefore to clean down a PC create a new Council and connect to that in order to delete all the Councils and databases con
133. e Accounts including the SQL Server and then you can transfer a copy of the data in exactly the same way as described above take a backup copy and restore it onto the second machine Remember that if you amend the data in any way on the second computer and wish to take this back to the office the reverse process will be needed Take a backup on the laptop of the updated data for example and then restore it into the office PC If using this process it is essential that you remember Copyright Scribe 2000 Ltd Contents 23 exactly what you are doing and where and only work on one computer at once Whenever you restore you overwrite whatever data is on there so avoid any situation where someone is changing data on the office machine and someone else is changing data on the remote machine Viewing both is fine but adding or editing must be managed If a separate dedicated server is used to hold the office copy of the database the same rules apply but you will be comparing the remote computer with the data held on the server rather than on an individual PC See Also Backup and Restore 91 Moving Money between Codes This means different things to different people Here are some of the possibilities 1 want to share out the precept income or staff costs to a range of cost centres There are three ways of dealing with precept and other Central receipts or payments e One way is to share out the transactions and befo
134. e Check the server name used is the same as the computer name with SQLEXPRESS added on the end Check computer name again in Computer Properties under Computer name domain and workgroup settings Make sure there are no spaces in the name e Check you have used a backslash before the SQLEXPRESS not a forward slash e Check that Caps Lock is not set e Check that sa is lowercase and that Scribe123 is lowercase with a capital S Note If you have failed to logon but a database has already been created you will be prevented from creating another database with the same name so always use a new database name each time you try to Create New Council Write down the failed ones so you can tidy them up later If you forget what databases you have created you can check in Program Files Note Later when using Scribe you will also see connection errors like this at any time if you have installed over a network and the database PC or server is not turned on or the network is down when you try to connect from a different PC The Create Council stage was successful but cannot log on Check that for the logon screen you use the default user logon of Admin lowercase with capital A Copyright Scribe 2000 Ltd Help and Support 225 The system will not accept the licence key entered Check the licence key is typed in exactly as sent to you in the correct case and without spaces Do not confuse 0
135. e from HMRC 200 was shown as the start of year balance Note that when entering the start of year VAT balance under Setup you would enter 200 if the VAT was due to the Council as a refund but it will show here as a positive asset and would be entered as a positive figure in Restated VAT recoverable CURRENT ASSETS Stocks and stores Work in progress Debtors Net of provision for doubtful debts Payments in advance VAT Recoverable Temporary lendings investments Cash in hand TOTAL ASSETS CURRENT LIABILITIES Creditors Temporary borrowing NET ASSETS Represented by General fund Balance Reserves Capital Earmarked Adjustments Current Year Ended 31 Mar 2014 0 00 0 00 0 00 0 00 226 00 0 00 5 979 00 6 205 00 6 205 00 0 00 0 00 0 00 On the Annual Return unlike the Receipts and Payments return the VAT is not shown in Box 6 Instead it forms part of the Total Balances carried forward in Box 7 as HMRC is treated like any other debtor creditor Copyright Scribe 2000 Ltd Year End 207 es Year This ES Box No Description Balances brought fwd lesen 1 mm B Total other receipts wl RE be dees Les es REES Normally you are likely to select staff codes which contain only payments which will be added up to give the total in Box 4 However sometimes because of deductions or repayments etc people have receipts on those codes as well an
136. e key which you used the last time you did so Note that if you simply update the Scribe application the normal login dialogue will appear when you launch Scribe and the existing databases and logins will be available which will normally be what you wish to see If for some reason you wish to start over with new databases you may also need to remove the configuration files so that the program asks you for new details See IT Notes on Delete Council for further details Logging on When you click on the SCRIBE icon on your desktop you will see this screen for a few moments veier e Scribe Accounts 2015 Scribe 2000 Ltd You will then be presented with a logon dialogue User Logon Copyright Scribe 2000 Ltd Installation 47 User Name Password Council ANDREW PC SQLEXPRESS Cor Financial Year 2015 Login The logon screen you will normally see has a User Name and Password to enter and the Financial Year to select You will also see all the available Council connections and databases shown The first time you go in you must type a Username of Admin and a Password of Admin both with capital A only This is the default user which is pre installed and if you are working alone you could if you wish just keep that user name However we recommend that at some point you set up at least one other user name and password See Users Note that because thi
137. e language is only applied to certain reports so that these can circulated to members or the public in your preferred language Initially the options covers the Summary reports as well as Orders and Invoices The more detailed reports for internal use are not currently covered by this approach Alternative Language OH oe Print Language Setting Settinas Settings On the Reports toolbar click on the Language Settings button This will display a grid containing all the terms used in the Summary Reports and on Orders Invoices These documents have been selected initially as these are the ones most likely to be required in an alternative language on a regular basis and for external use Copyright Scribe 2000 Ltd Reports and Lists 161 You have the option of entering a different term for each heading on the report This means you can use any language and you can enter whatever local dialect of the language you prefer ABc Language Settings Please enter the translation in the alternate language All Cost Centres and Codes Title Receipts Estimated or Budget Actual Variance Net Position Under over spend Net Total Gross Total VAT Subtotal Cost Centre and Name Balance Brought Forward Balance Carried Forward Current Balance Net Position by Cost Centre and Code Summary Cost Centres Only Cost Centre Year Comparison Summary Current Year Last Year ORDER INVOICE Details of Order Orde
138. e net total You may have entered the net value and applied 20 as Standard rate but the resulting total is not the same as the invoice amount and the payment issued Always make the transaction match the invoice None of the above are end of year issues as such If you maintain an accurate check and use the VAT reports whenever you do a VAT return there should not be any issues at the end of the year Note that VAT will be taken into account in the Annual Return in different ways depending on whether you are producing accounts in a Receipts and Payments form or an Income and Expenditure form See Also VAT Reports 16 VAT Refund 114 Version Features As new releases of the program have been issued some new features have been added The full lists can be downloaded from the User Info website including a detailed description of the most recent builds but here are some of the key additions where behaviour has changed Copyright Scribe 2000 Ltd Contents 33 V1 0 1 0 Original release V1 0 2 0 Backup database details of current login included by default Update Script function added to amend database when new release requires changes V1 0 3 1 Voucher number shown on screen prior to save so you can record it onto other documents Option now available to enter either total amount first or net amount first on a new transaction with VAT calculated either way V1 0 4 0 Option to amend d
139. e one you want For example if you have two suppliers called Smith and Smyth type Gm will show you Smith and if you continue adding characters to Smy it will show Smyth These processes work equally with Description and Supplier Customer Note if you add a new supplier during the transaction entry stage you will only be recording the name of the person or company to record their full details you will need to use the Setup menu and select Suppliers This will be particularly important if you need full addresses to be included on printed orders or invoices or if you wish to claim back VAT where you will need the VAT reg no of the supplier Copyright Scribe 2000 Ltd Transactions 99 Selecting the Cost Centre and Code Select the Cost Centre from the list using the down arrow Alternatively start typing and it will present you with the title eg if you have a Cost Centre called Administration just type A to see Administration displayed and press TAB to move on To select the Cost Code there are 3 ways of doing this 1 Type in the code number if you know it 2 Use the down arrow to select from the full list 3 Double click to bring up a selection box DER This will display the full list f cocente administration and you can also narrow the sacred Pen list by selecting the cost Code 1D CodeTiie centre Gees 6 Supplies If you have an extremely long list you can also search the list using t
140. e same time you can add a budget figure for receipts or payments against each code You can add or amend these figures later if necessary Bear in mind that code ID numbers are allocated automatically by the system in the order you enter the codes so if you wish to have a list of code numbers in a memorable sequence you should plan out the whole structure and then enter them in the same order See Cost Centres e and Codes ei See Also Tutorials 174 Start of Year Whatever time of year you start with Scribe you will need to start the current financial year accounts with the correct year end data as at the end of your previous year You should include your overall brought forward figures in the form of bank account balances Note these are the figures from your accounts after reconciling them with your bank statements and not necessarily what actually appears on your bank statements VAT is always kept separately so do not include this in your budget Your Council s budget and the accounted receipts and payments should always be considered as net of VAT There will be a brought forward VAT position to include as part of the start of year balances This just represents the position in relation to HM Revenue and Customs ie whether they owe you or you owe them You don t have to work out where this fits in with your bank balances See Start of Year balances e Entering new Data Once you have set up the cost centres and codes
141. e when going through statements etc If the balance calculated by this method still does not match the bank statement you should study the bank statement to make sure that there are no extra transactions such as interest payments or bank charges for which you have not entered a transaction record Also check that all bank to cash movements have had transfer records entered to cover them You can also look at the bank position using the Accounts Any Bank Report from the Reports menu This shows which items have or have not been cashed and what the bank statement should be at that point in time The recorded cashed dates can be seen on this report and used to obtain a sub set of the list and can also be viewed from the Transactions Search results Note that at the beginning of the financial year any uncashed records both transactions and bank transfers will still appear on the list to be checked off even if they were created in the previous year s accounts This is because the bank statement is unlikely to coincide with the end of the year and all you are doing in this reconciliation process is crossing off records which appear on the bank statement in order to check the bank statement See below for restricting your view to the old year Remember that cashing and uncashing records does not affect your actual accounts except to the extent that it helps define your true end of year balance actually at the bank Do not treat uncashed i
142. ear if you narrow the window Hm Oa e n 3 ze A e Summary Summary cc Yr Code Transactions Supplier Customer 137 GP Cheque DraftList Detailed Code Transfer Check Report ByCC Comparison BS Competence List C Cntr Report lit Ir Summaries Review Lists Transactions Bank Reports Setup Year End Help Ki Summary Report Si Code e a Supplier e Cheque List Ka Code Transfer Report 5 summary By CC Cost Centre d 8 customer PZ Draft List Check list A Transactions we Bank VAT Flexed E CC Yr Comparison amp 5 137 G P Competence Detailed C Cntr El Out Invoice PO Budget Summaries Review Lists Logging on When you click on the SCRIBE icon on your desktop you will see this screen for a few moments Copyright Scribe 2000 Ltd Contents 13 veier e Scribe Accounts 2015 Scribe 2000 Ltd You will then be presented with a logon dialogue User Logon User Name Password Council ANDREW PC SQLEXPRESS Cor e Financial Year 2015 e The logon screen you will normally see has a User Name and Password to enter and the Financial Year to select You will also see all the available Council connections and databases shown The first time you go in you must type a Username of Admin and a Password of Admin both with capital A only This is the default user which is pre installed and if you are working alone you could if you wish just keep th
143. earch grid perhaps by using date as a search parameter or by sorting into date order and going to the bottom of the list Then tick the checkboxes of the records you wish to amend These do not have to be consecutive records you can select any you wish 01 09 2013 Software licence Scribe 2000 Supplies 01 09 2013 Salary payment Clerk Salary 01 09 2013 Buildings Insurance Co operative Insurance Co Insurance 01 09 2013 Salary payment Clerk Salary 01 09 2013 Salary payment Cleaner Cleaners 01 09 2013 Grant Voluntary Support Group Community Volunteers 15000238 Once the selection has been made click on Batch Edit The Batch Edit dialogue window will be displayed Copyright Scribe 2000 Ltd Transactions 111 5 6 a i Payment Batch Edit A Batch Edit Voucher Numbers 4 5 6 Please select the data to be updated for the above vouchers Date Show Calendar Description Minute Ref Supplier You will see the voucher numbers confirmed Make sure that these are correct as the changes will be applied directly from this dialogue without showing the transaction screens Enter any of the fields which are available These are only descriptive details so that they can be applied to all the selected records When ready click on Update to save the changes to all the selected transactions Split
144. eceipts for instance quarterly fees received Apply allows you to select one of the regular charges and convert it into an actual receipt or payment This can be done whenever the charge is due and does not have to be done on any fixed timescale Journals Look in the detailed sections to get a clear distinction between the different methods Copyright Scribe 2000 Ltd Transactions 97 5 1 Code Transfer 12 allows transfer from one code to another It does not have to relate to any specific transaction but is available so that activity and budgets can better correspond This is a shift of money not a change in the budget One to Many oi is a multiple version of Code Transfer Your budget would normally have been designed to be related to services provided This option exists for the purposes of reallocating existing receipts or payments into other codes so that the cost of the service provided is more accurately represented Examples would be salaries on the payment side and precept on the receipts side VAT Code Corrections provides a journal to correct a previous entry with the provision of an audit trail It includes corrections to codes or to the VAT rate and should particularly be used for VAT corrections if the original entry has already been processed through a VAT return Orders Invoices These options provide an early record in advance of the payment or receipt in case you wish to print documents to
145. ecisions will be necessary For best practice in accountancy you will need to carry out both Bank Reconciliations regularly and resolve any inconsistencies This will also offer assurance to members that the finances being managed by the Clerk RFO are accurate Once you are certain the accounts are correct there are other reports which can be used to provide further information if requested Any of the Lists will provide fully detailed information TheBank report will of course provide a simple breakdown of the overall position split between all the cash and bank accounts The remainder of the reports and lists will generally be used to provide evidence for audit or for detailed day today reference by the Clerk or RFO See the detailed list of reports 148 Reports in detail This is a schedule of all the reports available from the Reports 147 toolbar in brief Once you have some data available in the system you are recommended to view all the reports in order to decide which ones best suit your own requirements Note that some reports work on a range of dates Some of these will default to the start of the financial year although they can be changed as necessary QD Transactions Bank Reports Setup Year End Help n n Oe we d 2 A Ne kl si 5 amp A gt A K Wi Ge ABc mmary Summary CC Yr Code Cost Transactions Supplier Customer 137 GP Cheque DraftLlist Detailed Code Transfer Check Or Bank Accounts Bank VAT
146. ecords those which you had ticked as Net banking on the transaction screen These will look for a different range of references which can be alpha numeric rather than just numeric Draft List below produces a similar cheque list suitable for approval by members Select Order to Print Range of Voucher Numbers Cost Centre Payments Cheque No Starting 1 All View Report Receipts Voucher Closing 6 Sech This list will normally be of payments grouped by cheque The report is intended for use for regular routine purposes eg for each meeting or each month You can limit your selection to a specified cost centre if required for instance if handled by different committees Copyright Scribe 2000 Ltd Reports and Lists 153 Detailed Cost Centre report Detailed Cost Centre is an important report This produces a list of receipts or a list of payments both sub totalled for each code within the selected cost centre This is a particularly valuable report for a structured presentation of the overall records in detail and one which you will probably use frequently Select Include Date Selective Net values Selective Payments Code From Date All Values Cost Centr All H View Report Receipts Transfers L To Date Minimum Value Code o All X v Additional Options You can run this report for the entire range of cost centres in one operation which is particular
147. ed Assets Work in Progress 0 00 Temporary Lendings 0 00 If you have any doubts leave all at 0 Liabilities Temporary Borrowing 0 00 You can enter details at any time but you should double check at the year end that the figures are valid These will not appear in the Income and Expenditure account as they relate specifically to the position at the year end and so will only appear in the Balance Sheet The actual transactions which gave rise to these will have been recorded in the normal way during the year or previous years and by entering figures in the Balance Sheet you are merely identifying more accurately the availability of your funds The net effect of all these entries will be represented by the Adjustments line on the Balance Sheet under the Funds section See Also Creating a New Bank Account e Transfers between Bank Accounts 133 Annual Returns 1 Copyright Scribe 2000 Ltd Year End 185 8 6 Balance Sheet Make sure you have run the Calculate function first so that your figures are up to date Then click on Balance Sheet F Balance Sheet Balance Sheet Produce the Balance Sheet Selecting this Report will produce the Balance Sheet which will incorporate the details from the Income amp Expenditure Account It will set out the Assets and Liabilities of the Council at the year end The different types of adjustments from the R amp P account advance payments
148. ed dates you can use the Search function to display the date you have recorded as the cashed date of the transaction It is easy to forget to select a cashed date when reconciling so the wrong date may have been recorded To change the date uncash the item on the main transaction screen and save the edited record then recash it with the Reconcile function for that bank account using the correct date The same applies to bank transfer records Can t balance the overall position with Reconcile All Banks even though the individual bank accounts are reconciled correctly This is most likely to be a matter of the cashed dates you have selected or which were selected by default because you did not choose one e First run the All Banks Reconcile against an audit date of today s date rather then an earlier one This will count all records Copyright Scribe 2000 Ltd Bank 137 If that is incorrect check the Transaction Search results grid to see if any transaction dates have been recorded in the future Click on the search results grid column header to sort the list Look at the Transaction Search results grid to look up the cashed dates recorded against transactions Look at the Bank Transfer records to look up the cashed dates recorded against transfers If there is an obvious error on a cashed date click on Edit untick it to change it back to uncashed Save the amended record then go back to Bank Reconcile a
149. eduction of payment on one code and an increase in payment on the other As a concept it is similar to a journal but unrelated to specific transactions a lump sum journal you may say Note this approach may be particularly relevant if you are allocating balances to individual codes perhaps as part of earmarked reserves on long term projects which run over more than one financial year see section on Earmarked Reserves below Copyright Scribe 2000 Ltd Contents 25 4 We want to change the code or cost centre in relation to some payment entries or income we have already recorded For whatever reason you need to recode an existing transaction or transactions There are no bulk transfer functions so you have to identify each transaction in turn and use the Journal transfer function by selecting Code VAT Corrections from the toolbar The journal process works by first selecting the original record which you wish to change secondly creating a new transaction which negates the first in every way and then a new third transaction to replace it The new transaction can be edited in any way you wish so it can be a new code or a different VAT rate or anything else All 3 are automatically cross referenced to provide an audit trail The benefit of this approach is that because the second transaction cancels the original it automatically corrects the VAT account and the bank position without you having to think about it Th
150. efault printer settings and margins for reports enabling use of pre printed stationery Orders and invoices enhanced to allow greater flexibility on lists and descriptions of items Additional navigation options eg skip backwards and default bank VAT type and last entry displays Amendments to reports with new default date parameters New Internet Banking report Reconciliation amended to allow backdating of All Banks audit process based on a reconciliation cashed by date recorded for batch of presented items V1 0 5 0 Orders Invoices numbering sequences amended to enable unique IDs Annual Report amended to ensure adjustments reversed out in subsequent year New VAT 126 Form added to give schedule for sending to HMRC for refunds where non VAT registered V1 0 6 0 Adjusts bank reconciliation to allow entry of specified date as the cashed on or before date for the batch in order to give complete user control over dates recorded and enable All Banks report to be done retrospectively to those dates V1 0 7 0 Unused Orders Invoices persisted over year end to enable new transactions to be created from them in the subsequent year allowing for purchase orders to be issued in advance of 1 April Order invoice screen shows year of origin Printed invoice shows original order invoice date New report option on Detailed Cost Centre report to include code transfers so as to correspond to Summa
151. egular Receipts screens VAT Refund Entering Payments to or from HMRC When you make a payment to HMRC or more typically receive a refund of VAT from HMRC you will need to make a VAT only transaction record Select a VAT type of R Refund which will calculate VAT as 100 Typically this will be a Receipt Copyright Scribe 2000 Ltd Transactions 117 5 10 transaction as a refund of VAT is more common You can if required enter a payment of VAT to HMRC but still use the R VAT type as this provides for a 100 VAT transaction See VAT types 2 Make sure the VAT amount equals the Total You will not be allowed to type in the Net box You may find this easiest if you have set the R VAT Type to be calculated using the default VAT calculation settings where Net value comes first Either way always enter a value into the VAT box first when entering a VAT transaction This transaction will therefore update both your VAT account and the bank balances and when you run the VAT reports again you will see that the transaction has been taken into account As the net element was zero the record will not affect the accounts of your true receipts and payments See Also VAT Reports 1 If you have trouble with your VAT account check that the Refund VAT rate has been copied correctly from the rates in the default year or if created has been set up in exactly the same way To calculate correctly it must be R
152. emain constant You can enter extra items at any time of year When you click on Save the total will be posted into the Box 9 of the current logged on year You can repeat this whenever you wish and when you produce the Annual Return the current total will be used When you Close accounts this Box 9 figure like the other boxes will be posted across into the next year s return as a last year figure Note that the first time you use the register there will be no last year figure so you will need to enter it manually from your previous records Close Accounts Be certain that you have finished with the year before you Close the accounts However you must perform Close Accounts at some point This function should be used once the Audit has been successfully completed and the accounts signed off ES Close Accounts Select Close Accounts from the Year End Toolbar Copyright Scribe 2000 Ltd 188 Scribe Accounts 2015 ER Close Accounts E Close Accounts Copy Year End Data to the Next Financial Year oO Income amp Expense Balance Sheet C Annual Returns IE C Annual Returns RP This function performs the following actions if selected on the Close Accounts screen e Locks down the previous financial year so that it cannot be amended Check the Close Accounts checkbox e Copies the end of year Balance Sheet data including all the adjustments the cost centre income and expenditure for
153. emember that you can enter the extra data at any time although the 6 adjustment boxes can only be done accurately as at the year end You can go back and alter them at any time and you can produce the year end documents at any time G Calculate Calculations Whenever you change any of the component entries always run the Calculate function before running any reports Annual Return IE incorporating all current year adjustments With all the above data entered let s look at the effect of the changes on the Annual Return Copyright Scribe 2000 Ltd 214 Scribe Accounts 2015 1 500 00 5 000 00 1 500 00 6 205 00 1 300 00 5 979 00 Original After Adjustments Box No Description Balances brought fwd WE Annual precept 3 Total other receipts Staff Costs e Loan interest capital repayments Total other payments Balances carried forward Total Cash and Short Term Investments Total Fixed Assets and Long Term Investments 10 Total Borrowings These are incorporating the totals from Column C on the Working Document Scribe Town Council Year End Working Document Year ending 31 03 2014 A B C A B C Last Year Last Years This Years Inc Exp Income Receipts Adjustments Income 0 00 Precept 5 000 00 0 00 0 00 5 000 00 0 00 Community Centre 15 00 0 00 300 00 315 00 5 015 00 0 00 300 00 5 315 00 Last Year Last Years This Years Inc Exp Expense Payments Adjustments Expense 0 00 Open
154. enting those 3 services will now have code transfers existing as payment items and the original Admin staff code will have a negative code transfer entry which reduces its spending to zero So even though the detailed payment transactions stay where they are when comparing with budget you will be seeing spending totals for staff in the actual services not in the Admin cost centre 2 We have overspent in one cost centre and want to move spare money from another cost centre Q Do really want to move money or do actually mean want to adjust the budget Normally for any overspend underspend whether because of a windfall on the income side or because of unexpected costs being incurred the solution would be a virement to adjust the budget You are simply reacting to circumstances and amending your financial expectations accordingly by changing the target rather than the actual To adjust the budget on any code simply go to Setup and Cost Code and edit either the estimated receipts or payments or both This would be normal practice mid way through the year so that you get a clearer perspective on the situation ready for setting the following year s budget If it s real money you wish to move see the next section 3 want to transfer some money from one code to another Q Do mean a transfer because some transactions were put in the wrong place in the accounts or a transfer because the we just want to show some overall spending bei
155. entry To make a transfer TO the General Fund Balance enter negative figures i e 1000 00 Brought Forward reserves Enter any additional Transfers Resultant figures Capital 1000 00 1000 00 2000 00 Earmarked 0 00 1000 00 1000 00 Gen Fund before transfers to Capital and Earmarked Reserves 18180 00 General Fund after transfers to Reserves 16180 00 You can enter details of transfers to or from Reserves at any time It is not essential to incorporate these but if your Council has deliberately identified part of the overall balances for a special project then this can be incorporated You can hold details of two types of reserve within the accounts These are Capital and Earmarked Reserves Any part of your balance which does not form part of these reserves is automatically shown as part of the General Reserve General Fund figure You are able to transfer to and from Capital and Earmarked reserve funds and the General Fund If you are say diverting funds annually for a particular project you can enter the transfers to the particular reserve Use a positive figure to transfer to a fund from the General Fund To transfer back to the General Fund use a negative value When you view this screen the current value of the General Fund will be shown but only up to the latest Calculate position You do not have to amend the bank account balances as the reserves are within the total bank balance and you are m
156. erely defining the purposes for which you will be using your bank balance monies The transfers to and from the reserves will be shown on the Income and Expenditure Account to explain the balances carried forward The resultant fund totals will be shown on the balance sheet If you have money earmarked to be spent during the year and you find it is unspent at the year end you will probably wish to transfer this into the new year In practice you will have money in the bank Copyright Scribe 2000 Ltd Year End 183 8 5 that you now intend to spend the following year so increase the payments budget in the new year to allow for it If you have 10 000 to spend that should have been spent last year just add it to the budget to spend this year Also include it in the earmarked reserves at the year end so it can be clearly seen by the auditor and will not attract comment about the level of precept in the new year Managing Earmarked Reserves and Project Spending The above section describes accounting for your reserves at the end of the year However you may have a long term project which you need to keep separate so you can report progress There are two different approaches to consider and you can use either or both Cost Centres If you identify a cost centre it will be easier to report on it Within the codes for that you can enter opening balances which in total will match your earmarked reserv
157. erride Left Setting Right 0 in E Override Right Setting Idi Print Council name and address on Invoices and Orders Print in alternative Language Enlarge Summary Reports 7 3 2 Enlarged Fonts To increase accessibility there is an option to increase the font sizes of certain reports The Summary reports have two available layouts This option takes a report which is normally portrait and prints it in landscape so that the fonts can be enlarged without losing any content Copyright Scribe 2000 Ltd Reports and Lists 163 Go to the Print Settings screen from the Reports toolbar go Print Settings Print Settings Inches Top 0 in E Override Top Setting Bottom 0 in E Override Bottom Setting Left 0 in E Override Left Setting Right 0 in E Override Right Setting Print Council name and address on Invoices and Orders E Print in alternative Language E Enlarge Summary Reports Simply tick the Enlarge Summary Reports checkbox and click Save to swap to the enlarged options wherever they are available You can revert at any time by unticking the box The reports are printed with a larger font size and at 1 5 lines spacing and are designed to meet the recommendations for documents for the visually impaired using RNIB and Macular Society guidelines as far as possible Original Portrait Summary Report Enlarged Landscape Summary Report Copyright Scribe 2000 Ltd 164 S
158. ersed out of the Income and Expenditure Account for the current year This negation of the previous year adjustments is needed in order to preserve continuity of the Income and Expenditure accounting year on year e Income and Expenditure account This document shows the total business in Income and Expenditure terms including transfers to other funds Last year s data is included for comparison Note you can also print the simple Receipts and Payments account if you wish to see the original cashbook statement e Fixed Assets and Long Term Investments This report prints out the asset register to support the figure quoted in Box 9 of the Annual Return e Balance Sheet The Balance Sheet uses all the above information to produce a statement of the financial position of the Council All the adjustments reserves assets and liabilities are taken into account together with the bank and VAT balances See further details of the Balance Sheet 18 Annual Statement Annual Return IE This function allows for the creation of the Annual Return You will need to select the Income and Expenditure version of this Statement See further details of Annual Return 17 Copyright Scribe 2000 Ltd Year End 175 8 1 Closing the Accounts ES Close Accounts Once the Accounts have been approved by the auditor the accounts should be closed This will lock down the accounts so that they cannot be amended The closing proce
159. ert he transfers at any time You do not have to wait until the year end to do this and it may help you to keep track of exactly where you are See Also Internal Reserves 18 Managing Reserves w Year End Bank Reconciliation Before you start on preparing the accounts including the Annual Return at the end of the financial year it is best practice to go through a bank reconciliation for 31 March Once you have a correct reconciliation you can be confident that e all transactions for the year have been recorded correctly in the accounts e the position in respect of the money at the bank is also accurate Once you have that stage completed the production of the Annual Return and any other reports should proceed quite smoothly However it is the bank reconciliation which causes most difficulties for users Best practice would already have seen that e You are up to date with your transaction entries e You have been performing routine bank reconciliation from monthly bank statements and are up to date with those The first thing to do is a normal bank reconciliation for every bank account you have based on the entries on the statement up to and including a line drawn on the statement at 31 March If there are any discrepancies sort these out before doing anything else All the usual possibilities can occur at 31 March just as at any other reconciliation missing bank charges or direct debits included on the statement but not yet i
160. es details from the transaction records and holds them to re use when making further records You can if you wish set this list up in advance by adding new entries directly into this screen although in practice this is unlikely to be necessary If descriptions are similar or if some are incorrectly typed the result may be an untidy file Also there may be case where you know you will never need an item ever again so it can also be removed Periodically the descriptions can be examined and any unwanted ones can be deleted If you try to duplicate a record you will be advised that this would create a duplicate You may opt to continue but the consequences would cause difficulty later and this is only advised if you are going to distinguish the two records immediately Note You can only delete a description if no transactions have been recorded using it in the current year If you wish to tidy up the file do it immediately after copying the list to the next financial year and before entering any transactions in that year Copyright Scribe 2000 Ltd Setup 71 3 6 Supplier details PLL suppliers Aviva Insurance Mr Mrs Mr SH St Borough Council Mr Arthur C Clerk Scribe 2000 Ltd First Name Andrew County Lincolnshire C peee JSST c Post Code PE20 3E8 Last Name Pickering Business Phone 01775 820379 Position Director Home Phone 01775 820379 Company Scribe 2000 Ltd VAT
161. exist only in last year or are new to the current year they will still be listed but only in the relevant column Similarly restated lines will appear in respect of any year to which they relate even if only to one of the years Here are two examples 12 months apart to show how the figures move across the table Copyright Scribe 2000 Ltd Year End Last Year Inc iExp Last Year Inc Exp Last Year Inc Exp 300 00 Last Year Inc Exp 70 00 If you undo the restatement of Adjustments by unticking the checkbox on the Restate Last Year Income Restated Expense Wellbeing Grants Income Restated Expense Wellbeing Grants Year End Working Document Year ending 31 03 2012 A B C Last Years This Yeas Recepts Adjustments 0 00 300 00 0 00 0 00 300 00 0 00 Last Yeas This Years Payments Adjustments 50 00 0 00 20 00 50 00 0 00 20 00 Year End Working Document Year ending 31 03 2013 A B C LastYeas This Yeas Recepts Adjustments 0 00 0 00 0 00 0 00 0 00 0 00 LastYeas This Years Payments Adjustments 0 00 20 00 0 00 0 00 20 00 0 00 Adjustments screen the Cost Centre figures will reappear A B C Income 300 00 300 00 Expense 70 00 70 00 A B C Income 0 00 0 00 Expense 20 00 20 00 219 Note that for the Annual Statement the restated values cannot be apportioned to staff precept etc so the reversed values will be taken into account in Boxes 3 and 6 Total other
162. ey has not left the bank account They will show up in the bank reconciliation but should not be entered as adjustments You can use Search to examine and edit any adjustment entries and you can use the Adjustments report in the Convert I amp E Group on the toolbar to list them Tip You have some open orders where you have ordered equipment in the last year the budget was allocated in the last year but you have not received both goods and invoice How do you account for this e f you have the invoice see Outstanding Bills above e f you have the goods but have not received the invoice yet you can still put an estimate of the Net figure no VAT in the Outstanding Bills adjustment This is because you are expecting a bill and you know the work goods or most of it has been done e f you have placed an order but have received neither goods or invoice just treat this as part of the balance carried forward and increase the budget spend next year to cover it You will need to do this in all these examples as the actual receipt or payment transactions will be entered into next year s accounts Internal Reserves See Also FAQ Tutorial 7 relating to Earmarked Reserves Year End Reserves Select Reserves from the Year End Toolbar Copyright Scribe 2000 Ltd 182 Scribe Accounts 2015 a A R wp Reserves To make a transfer FROM the General Fund Balance use a normal positive
163. g on and the default last used logon is no longer available Wait a moment and a blank logon box will appear so you can select another server and database to connect to O Note that SQL Express is very particular about upper lower case characters You will need to be very precise when using login names and database names If you get errors when trying to connect or do backups this is the first thing to look at Ulf the system fails to connect when you try to log in and indicates the program cannot locate the server it is possible that some setting has been changed on your PC possibly as a result of a Windows update There is a Technical guidance note available to download which describes the steps you should take to sort this out typically by checking that server services are still running This will normally be what has happened if the financial year has gone blank on the normal login popup See Advanced Troubleshooting ICT Support Detailed Reference notes are available for IT Advisers click here See Also Advanced Troubleshooting Technical Reference 5 Troubleshooting Installation See Also Advanced Technical FAQ Technical Reference 50 SQL Express installation does not work or does not seem to complete properly Copyright Scribe 2000 Ltd 224 Scribe Accounts 2015 Are you logged on the PC as a Computer Administrator Check in Control Panel User Accounts Also try using Run as
164. gain For a more structured presentation of cost centres and codes see Detailed Cost Centre report below Note that all the parameters can be used in combination ie you can select certain codes codes and also have a minimum value and a specified bank account Copyright Scribe 2000 Ltd 152 Scribe Accounts 2015 Miscellaneous Lists Supplier All v View Report Supplier for payments and Customer for receipts look for specified names and produce lists of transactions to or from the one selected Section 137 Wellbeing General Power of Competence lists items which have been specifically flagged as transactions using Section 137 Power of Wellbeing or General Power of Competence whether or not you have set up a code or cost centre for such a purpose Cheque Lists Enter Range Cheque Net Banking Closing Cheque List above produces a simplified list within a range of cheque numbers If the cheque list is produced in cheque number order cheques will be sub totalled to show the amount on the cheque even if you split a transaction or add new records provided they quote the same cheque number regardless of when the extra transactions are added If you have not entered cheque numbers those transactions with a null cheque number value will all be grouped at the top of the report A similar list is available which selects just the Internet Banking r
165. he Update Script function Copyright Scribe 2000 Ltd 60 Scribe Accounts 2015 e If the CD you have used has a later version of SQL Server than the one on the old PC you can still restore data into it You can t go the other way though as the SQL Server must be the same or newer than the one you took the backup from You must also use the Update Script function Copyright Scribe 2000 Ltd 62 Scribe Accounts 2015 Setup ou Scribe Accounts 2015 Transactions Bank Setup Year End Help HSS 3 e e o o 3 e z ai Cost Cost Bank Description Supplier VAT Copy from B fd Bank Restate Create Users Financial Email Update Centre Code Balances Previous Year VAT Balances Last Year Council Years Settings Script Masters Start of Year Group Settings The Setup menu is only available to Administrators and provides the means to setup all initial parts of the system and some start of year information You can come back to these at any time to add extra items or change settings Masters Cost Centre creates or amends the cost centre used in your accounts This is the highest level division for instance Administration or Community Centre Cost Code e sets ups the analysis codes within each cost centre and allocates the budgets for each code This is the detailed level for instance Salary or Insurance Bank Balances is where you will list your bank accounts and add a start of year balance for each
166. he approved amount should be recorded as a bank to bank transfer and the subsequent payments should be entered as separate true payment transactions For a petty cash reimbursement system enter a bank to cash transfer when the cheque is approved and cashed and then enter ordinary cash payments when you spend the petty cash however small these may be You may be able to aggregate some routine petty cash payments provided you have adequate paper documentation to support these The same principle applies regardless of timing ie whether you spend cash and get topped up with a cheque or cash a cheque first and then spend the cash If the Clerk or RFO spends their own money and is reimbursed then the only payment by the Council is the cheque or equivalent paid to the Clerk The records of personal payments made will need to be recorded as proof of purchase but do not need to be entered into the accounts as individual transactions If you have bank accounts which automatically move money between current and deposit accounts to gain best interest rates perhaps even on a daily basis you will not be able to maintain records of these movements Instead you should combine both actual accounts as a single bank account in this system and work on the total figures Bank reconciliation Overview M Reconcile The bank reconciliation facility examines all transactions entered against a specified bank account and then asks you to indica
167. he receipts and payments accounts of the Council Your end of year accounts including the Annual Return will be based on true cost of service and will take into account the code transfers Editing a Code Transfer You cannot edit a transfer because there is no guarantee that the figures would add up after being edited You can however delete one and create another transfer in its place The transfers already created by the One to Many process can also be seen on the list in left hand pane so you can view each item and delete if necessary If you are deleting one item created by a one to many transfer you will probably just wish to add a single Code Transfer in its place Copyright Scribe 2000 Ltd 124 Scribe Accounts 2015 5 10 3 Code One to Many See Also FAQ Tutorial 2 relating to Journals and Code Transfers It is good practice that budgets and accounts should reflect the true cost of services so administrative or other central costs need to be allocated to their true location That way the costs of running services can be compared All end of year accounts will take account of such code transfers so that they represent the actual costs of the services The transfer will not create new transactions as you are not making extra receipts or payments Instead what will be created are code transfer records which you can list out later Each transfer must be identified as a transfer of a
168. he search box Highlight the code and click on the Select button to place it into the transaction form If you are unsure of the cost centre you can leave that blank and then look up the code using this search screen looking at each cost centre in turn Once selected both the cost centre and code will be returned to the transaction form Check the Section 137 box if you wish to flag the transaction as being paid under the provisions of Section 137 the Power of Wellbeing or the General Power of Competence You can also have a separate S137 cost centre or code but this flag allows you to have S137 expenditure in a variety of service budgets If you do use this flag you should tick all such transactions even if they are put in a separate code as you can then do a report which will capture all of them If however you are required to show Section 137 spending in a summary report based on codes then you must use a code to record all such expenditure and not rely on this checkbox Other Details The Cashed box relates to bank reconciliation and shows whether the item has been cashed ie presented through the bank and showing on a bank statement It should not normally be entered at the Copyright Scribe 2000 Ltd 100 Scribe Accounts 2015 time of a new transaction and therefore the tickbox is only available in edit mode not when creating a new record Note if you do tick this box on
169. hed Date Bank Lloyds Current Account D All Uncashed Date Range View Report 01 08 2014 ffs Tin 31 08 2014 ES Accounts Any Bank produces a transactions list for a specified bank account for use when carrying out reconciliation or when trying to identify any mismatch with the bank statement It shows when cheques have been cashed and calculates the value of uncashed cheques and the expected bank statement balance It shows both starting and finishing bank balances for that particular bank account according to the transactions you have recorded in the accounts This is a useful method of re examining the cashed position without having to run through the reconciliation process again If you select All this list will show all records both cashed with cashed dates and uncashed items Alternatively you can select Uncashed to examine those that remain outstanding or using Date Range the transactions cashed between two dates Note the cashed column on the Cash account reflects the transaction records but does not mean anything as all items are treated as being applied immediately Bank gives details of current balances in each bank account and for cash in hand Note Bank Reconciliation reports are covered under Bank Reconciliation 1 or Bank Reconciliation All Accounts 121 and are not accessed from the Reports toolbar apart from the related Accounts Any Bank report VAT
170. hen be recorded as a Bank Transfer between the relevant bank accounts VAT Balance Also use this screen to add in the balance on your VAT account The VAT account will already exist on the list This will define your VAT position in relation to HMRC as at 1 April but it will be covered by the other bank account balances in terms of actual money Although you will enter it on this screen do not think of itas an amount in a bank it is just a note of what the VAT position is After you have reconciled all your previous year s accounts and finalised the VAT position as at 31 March the resulting VAT figure is what should be entered here If at 31 March there is an outstanding amount which is ready to be claimed as a VAT refund the amount entered here should be anegative one Just enter a value with a minus sign in front This will have shown up as VAT recoverable in the previous year s balance sheet if you produced one and as the VAT balance in the initial Restated figures where in both cases it would be positive as it represents an asset in those entries Conversely a positive balance here represents money which you are liable to pay to HMRC Copyright Scribe 2000 Ltd 70 Scribe Accounts 2015 3 5 Descriptions Descriptions Exe Description Insurance premium Fixed Assets Insurance premium Office Expenses Printers Rent Salary Stationary Wages The system tak
171. hich is unlikely the solution would be to uninstall and reinstall SQL Server After re installation of SQL Server the Scribe database may not be attached to the server In order to attach it you would need to download and install Microsoft SQL Server 2008 Management Studio Express on the same PC as the database Login to the server right click on Databases and choose Attach Please select the Scribe MDF file to attach typically in C Program Files Microsoft SQL Server MSSQL 1 MSSQL Data directory Alternatively send the pair of MDF and LDF files to Scribe to attach and return as a backup BAK file Error suggesting CLRJIT DLL is not a Windows file the CLRJIT DLL file which generally resides in the windows directory and is used to open files during the setup process could be corrupt This corruption could have possibly happened because of some spyware infection on the computer You can download repair tools for repairing the CLRJIT DLL or run the Windows repair utility You could also run an anti spyware utility to detect the spyware and remove it Error 3414 refers to a corrupted Model database One possible reason for this could be hard drive corruption or possibly the default location of the system databases have been changed after SQL was installed If it is a hard disk corruption problem you would need to install SQL on a separate drive to avoid getting this issue again A quick way to fix this issue i
172. his is exactly the same If you have multiple reserves you will need to aggregate these for the year end balance sheet How do I use cost centres with balances You may also wish to add to or spend from that earmarked reserve during the year it is not always the case that the reserve sits there untouched You will therefore probably have a cost centre and codes which relate to the project In order to capture a value for the reserve balance you can edit the cost code and record a starting balance using Setup and Cost Codes The combination of balance brought Copyright Scribe 2000 Ltd 28 Scribe Accounts 2015 forward and the budget for the current year can then be judged in relation to receipts and payments for the current year and the resultant end of year balance on the code You can see the effects of this on the Code Review screen and also when using the Nett Codes options in the Summary Report The value to put into the starting balance should just be the amount which relates to the reserve You don t have to allocate all your total balance to different codes and the starting balance is only there for the purpose of budget control and reporting it does not actually impact on the accounts It just gives you a better picture of progress on the project The only item which affects the accounts is what you specifically enter when completing the Reserves section in the Year End process and if you are only producing Re
173. how where you need to go back and enter them if you wish Tip If you have some business and some non business activity or items which are exempt on account of them being at a small scale as defined in the VAT Notice you may wish to introduce separate VAT types to cover these You can then list out transactions for these VAT types and manually remove items from the 126 schedule where they do not comply with the 126 claim You can export the report and edit it prior to submission to HMRC Copyright Scribe 2000 Ltd Reports and Lists 169 7 7 Flexed Budget reports Compare Actual with flexed budget Quarterly Reports Calender Month Select Report v This report will produce a detailed comparison with the flexed budget rather than the annual budget You can produce this comparison on two different timescales e Select a Month to compare with Note the month number to enter is the calendar month April is month 4 not month 1 e Select a quarter under Quarterly Reports if you wish to see the position up to the end of any of the four quarters of the financial year Copyright Scribe 2000 Ltd Year End 171 8 Year End Remember you do not have to finalise your end of year accounts before starting on the next year It is better to set up the new year and start using it as soon as you get to April However there are some tips below about what you may find easies
174. ht to the installation of Scribe Accounts 2015 itself lf you need to install SQL Express the Scribe installation CD comes with Microsoft SQL Express 2012 e For 32 bit Windows you will need to run the file SetupSQL_x86 bat e For 64 bit Windows you will need to run the file SetupSQL_x64 bat The bat files contain the required parameters for the Scribe application To have the initial default logons these must be used rather than running any download directly from Microsoft 2 Scribe Accounts 2015 Application To install the Scribe application run the ScribeSetup exe in the Scribe Application Setup folder Accept all the default settings Warning On Network installations be careful with firewalls or anti virus security applications which are designed to prevent intrusion and traffic between PCs on the network It is recommended that firewalls are turned off during installation and you may need to check your network settings to allow traffic for the Scribe application 3 Council Setup Create Council creates a connection from the application to the database and creates the tables in the database Council refers to each server database combination as there may be several for multiple organisations and locations We recommend the database name scribe but this is not essential Use SQL Server user sa Password Scribe123 both case sensitive to perform database operations unless you have a pre existing SQL Server a
175. ibed above The Restore Database Name will be the name of the database eg scribe which you wish to recreate Note this process will completely overwrite any database of that name This is the reason that no details are pre filled It would be too easy to click and overwrite data without thinking so the system obliges you to consciously enter the details To locate the backup file state the full path including the full filename and extension eg D Temp Backups scribeapril bak Alternatively you can use the browse button to navigate to the backup file and select it Only use Restore as part of disaster recovery or if you are reloading data into a new PC or notebook which is not connected to the same network as the original PC Although the Restore can create a new database the recommended approach is to create a new database using Create Council log onto that new Council then restore your data into that new empty database That way you can t make any mistakes about where the data is to go Copyright Scribe 2000 Ltd 94 Scribe Accounts 2015 See Also FAQ Tutorial 2 relating to using Backup Restore for transferring data to a new computer Copyright Scribe 2000 Ltd 96 Scribe Accounts 2015 Transactions These transaction screens are the primary means of entering new records on a day to day basis In a Receipts and Payments Accounting system the transactio
176. ies for four quarterly claims The first will be the one from the previous year end and then three for the current year The fourth quarter in the current year will be the year end balance pending the next claim Each transactions must be Type R and must show zero in Net column and VAT equal to Total If there are any other entries in the list where you have records using a type R they are probably incorrect If you have used Type R in order to achieve a 100 VAT amount perhaps because you have an invoice for a VAT only item it is recommended that you use a different type such as S and then amend the values instead because otherwise the use of type R will affect some of the VAT calculations Conversely you may have recorded a refund as 100 VAT but not used Type R This will also affect the calculations You can also check the situation by looking at both receipts and payments for Supplier Customer of HMRC to see if any transactions have been completed incorrectly If you have added extra VAT types or replaced the default ones provided with your own the calculations may not see all the necessary items By all means add extra ones but it is best to leave the ones provided as they are Are all the VAT Amounts correct You may need to double check some of the supplier invoices Sometimes supplies are priced with a VAT component and the total invoice then has a VAT proportion which is not exactly the same as if you apply Standard rate to th
177. ieve the best result g Print Settings Print Settings Inches Top 0 in _ Override Top Setting Bottom 0 in E Override Bottom Setting Left 0 in E Override Left Setting Right 0 in E Override Right Setting is Print Council name and address on Invoices and Orders T Print in alternative Language Enlarge Summary Reports The most common requirement will be to drop the top margin down to allow for a pre printed letterhead Simply add a value for the top margin in inches and tick the checkbox to Override the margin setting Note that logos or council details can be incorporated directly into orders and invoices You can amend any or all the margins in the same way Save the settings to retain the margin settings Note you must click on the relevant Override checkbox to apply them The settings will stay on until you turn them off You can deselect them by unticking the checkbox while still leaving the values in place in case you need them again For example you may find that you need to use them for landscape but not for portrait reports or perhaps where you may or may not need to use printed letterheads Note that the values are in inches and apply from the printed paper edge not from where the margins were by default So if you apply a zero value you may still move the margin relative to where it was before By increasing top and or bottom margins you may split a report into more page
178. ill automatically contain cross references Copyright Scribe 2000 Ltd Transactions 121 VAT Code Correction Entry you wish to correct Payment Voucher No 8 Code 2 Date 29 05 2010 Description Printer Supplier Office Equip Inc It is proposed to make the following two entries Payment Date 01 06 2010 Code 2 Notes Journal VAT Code Correction See Voucher 8 Date 01 06 2010 2 Journal VAT Code Correction See Voucher 8 5 Standard When first displayed there will be no changes to the new record You can now make the changes to correct the entry Payment Date 01 06 2010 Code 2 H Net 120 00 Notes Journal VAT Code Correction VAT 0 00 See Voucher 8 Total 120 00 For instance the VAT has been amended in this example You can also change the code Make sure the new changes have been applied when you look at the values You can add to the Notes if you wish to include more information but do not remove the Cross reference as this is important for audit trail You can change this resulting record further if you wish and the screen will go into Edit mode in case you wish to change anything else When finished click on Save Copyright Scribe 2000 Ltd 122 Scribe Accounts 2015 Click on Close if you have finished When saved the original and cancelling entries will be flagged as JE Journal Entry and you will no
179. ill have to calculate and enter a Box 9 value manually See Asset register 8 for more details Note that even for a Receipts and Payments account you will still need to use the Close Accounts we function to copy the end of year figures including the Annual Return into the next year If you have any discrepancies in your first year double check what you entered in the Restate Last Year process for the previous year end Remember that for a Receipts and Payments account which is NOT being converted to Income and Expenditure your General Fund should equal your Bank balances because this will be a strictly cashbook account and should not take account of any VAT balance Copyright Scribe 2000 Ltd Year End 177 8 2 Annual Statement The application will produce the Section 1 Statement of Accounts for the Annual Return There are two versions of the Annual Return Annual Return RP One is done on a Receipts and Payments basis and applies if you do not convert the accounts to Income and Expenditure pP Annual Return IE The second is done on an Income and Expenditure basis and should be used if you have converted to I amp E and produced a Balance Sheet Make sure you select the correct version The Report will state the basis used Producing the Annual Statement In order to calculate the totals required by the Return you must identify which codes belong to each of the heading
180. ill show in the current year as well because they have also been added as start of year figures If you wish to test this by looking at a trial balance sheet for the current year make sure you carry out a Calculate first BALANCE SHEET 31 03 2014 Last Year Ended 31 Mar 2013 CURRENT ASSETS 0 00 Stocks and stores 0 00 Work in progress 0 00 Debtors Net of provision for doubtful debts 0 00 Payments in advance VAT Recoverable Temporary lendings investments in hand 0 00 1 300 00 1 500 00 0 00 Creditors 0 00 Temporary borrowing 1 500 00 NET ASSETS Represented by 1 500 00 General fund Balance Res ee Caf Funds Assets Liabilities Adjustments Cash at Bank VAT 0 00 Adj 1 500 00 General Fund 1500 00 If you are working entirely in Receipts and Payments and do not use the balance sheet you would just enter the 1300 Bank figure and a General fund value of 1300 to match For more complex situations where you have Assets and Liabilities or Capital or Earmarked Reserves these will also be added in the same way using Restate Last Year and they will appear in the balance sheet More details of these under the balance sheet examples Adjustments Where you have converted to I amp E from a Receipts and Payments system and you have had to make some adjustments at the year end for example for outstanding bills you will also need to enter these adjustments as these have to be reversed out in the
181. ime of year Most reports will just compare with total annual budget figures but there are reports which look in more detail if you wish To profile the budget click on the Receipts Flexed Budget and Payments Flexed Budget arrow buttons to expand the list Copyright Scribe 2000 Ltd 66 Scribe Accounts 2015 3 3 Click here for further details e Revised Estimates If you are monitoring your income and expenditure closely against the budget you may have a process in place perhaps in the Autumn where you reassess your activities to date and amend the estimates for the remainder of the year If so use this form to amend the estimates of receipts and payments You can then monitor the rest of the year against the revised figures Virements Virements are used to amend the estimates during the year by means of transferring part of the budget from one code to another This may be as a result of unexpected receipts or unexpended budget for some reason on one code which has allowed other expenditure to be brought forward You should always change the estimates rather than allocate expenditure to an inappropriate heading To implement an agreed virement on expenditure simply increase the payment budget one code and reduce another code by the same amount There is no process in Scribe Accounts to move a specified budget amount between codes Do not use Code Transfers as these relate to actual receipts or payments no
182. ine Help or in the documents accompanying the CD 1 Installing the SQL Server database system si 2 Creating a Scribe database on SQL Server and connecting to it e 3 Logging on ei If you have any problems please check the Troubleshooting page before contacting us Installing SQL Server The Scribe installation CD comes with Microsoft SQL Server Express 2012 which Scribe Accounts uses to store all the data The Express Edition is a free Microsoft database which can be used on a standalone PC or across a network SQL Express is downloadable from Microsoft but we have included it on the CD so you have everything you need in one place For full details please refer to the Installation Guide supplied as printed included on the CD and available as a download The topic below is only a summary For larger councils the Express edition will work perfectly well with multiple PCs accessing a single database source If you already have SQL Server or SQL Express on your PC or network for some existing purpose you can connect the Scribe application to that instead You will probably need some local IT advice on utilising an existing instance of SQL Server as Scribe 2000 cannot provide guidance other than what is stated here The edition must be 2012 or 2008 not earlier versions such as 2005 If you have SQL Express 2005 installed other than the compact edition which is on most PCs you must uninstall it using Control Panel
183. ing arrangements whenever that occurs you should add new bank details at the correct time and then record a transfer from the old bank to the new one Copyright Scribe 2000 Ltd 86 Scribe Accounts 2015 Balance Sheet and Other End of Year Data To copy Balance Sheet and Annual Return data into the new year from the old one this will be done automatically for you when you use the Close Accounts function when logged in to the previous year If you need to restate the end of year figures you can do so in the new year rather than go back and re open the previous year s accounts This should be very rare The same process is however used to include last year s data for first time users See Last Year s Accounts 189 for further details e Remember that you PULL codes budgets bank balances into the current year from the last year You log in to the new year to do this e Remember that you PUSH balance sheet and annual return data from the old year into the next year You log in to the old year to do this Copyright Scribe 2000 Ltd 88 Scribe Accounts 2015 4 1 Utilities Q Click on the Utilities button in the corner of the screen to access this menu This presents a drop down selection in a similar way to Microsoft Word etc a Ge Name O Change Password 9 Security gt LN Product License x Exit These Utilities are more concerned with the operation of the
184. ing the Scribe Application You are encouraged to monitor the website and download later versions of the Accounts 2015 software as they are released This will cover any minor fixes which have been needed and enhancements provided in response to feedback Details of what is contained in the version will also be on the website along with instructions Updating the Scribe application does not endanger your data as this is stored safely in the SQL Server database To Download If you can t find the website or your browser will not accept the links you can go to the User Info site directly from the Contents 9 page of this Help You can go straight to the Downloads section Download the bundle called Scribe2015 zip and Save it to any location on your PC which is easy for you to find later eg C Temp Do not Open anything at this point the program Windows may give you different options about saving and running downloads as part of its security so you may have to select various buttons but as long as you give Windows the go ahead it will download the file and put it into your download list Once downloaded check the file s Properties and select Unblock and Apply to make sure you can use downloaded programs Then Extract the files to a known location and Run double click the ScribeSetup exe installation program This will not affect your database as this is stored separately You do not have to remove or reinstall SQL Server Express or do
185. ing the system by waiting until you have the end of year figures available This will only cause you more work Later on in years to come this Restate function can be used when the figures automatically brought forward from the previous year need to be restated for example because of an error found after completion of the accounts Restating these figures will not affect the data in the previous year and will only affect the figures described as last year figures in the current year Last year s figures will appear as they currently exist and you can edit them as required Note that you must explain the reasons for the restatement to the Auditor Do not use this procedure routinely it is meant to be for special cases when instructed to do so e eh Scribe Accounts 2015 Transactions Bank Reports Setup Year End Help Ze gJ a CS wa PI A A D 7 Cost Cost Bank Description Supplier VAT Copy from B fd Bank Restate Create Users Financial Email Update Centre Code Balances Previous Year VAT Balances Last Year Council Years Settings Script Masters Start of Year Group Settings Select Restate Last Year from the Setup Toolbar See the details described below Note that only users with Administrator privileges can access the Setup Menu First Year using Accounts 2010 What Information needs to be captured from last year s accounts The system will generally require the General Fund figure for the end of last year see panel be
186. is is critical if you are making the change after the VAT claim for the original transaction has been submitted the two new entries will sort this out for you Note that if this situation should cross over a financial year end because you discover the error too late which would not be the case for a coding change but might be for VAT for example you may have to follow a similar approach manually by entering the 2 new records in the new year yourself but the accounting process normally performed by the journal is still the correct one See Also Transfers Intro Journals 11 Code Transfers 22 Transfers One to many 124 Setting up the Cost Centres and Budget or Making Changes Usually you will create a set of cost centres which reflect the services provided by the Council These are generally at a fairly high level for instance Environment Cemetery Community Centre etc Sometimes this series of cost centres can reflect a Committee structure Others prefer to have a larger number of Cost Centres which will therefore be less all embracing so instead of Environment you may have Parks Playing Fields Best Kept Village Grants etc In each Cost Centre you will have a list of cost codes eg salaries insurance electricity etc and it is at this code level where you would put an estimate of what the following year s expenditure is going to be You can have both receipts and payments on any one code so you can have estimates for
187. it If you wish to have a database just for practice or for training staff you can use Create a New Council Copyright Scribe 2000 Ltd 76 Scribe Accounts 2015 3 9 to set up a totally independent test area This will have no impact on your real Accounts data You can even practice year ends on here if you wish The only thing to remember is that you will have a choice at your day to day logon as to which database you enter If you wish this play area to be temporary you can later logon to your real database and delete the test database You cannot delete the database you are logged on to Go into the Setup menu and choose Create Council then enter the details of the Council you wish to remove and select Delete Council Technical Note If you find that you cannot access the Security menu items which demand a separate connection to the database this means that you do not have sufficient write permissions in Windows Check that your Windows user is set at an Administrator level You can select Run as Administrator to overcome a problem if it arises but will need to examine what settings exist on your PC and Windows Account Delete Council or Database CreateCouncil Ra H Council Setup EVE SFE880B63D SQLEXPRESS eh Create New Council O Connect To Existing Council Delete Council Delete Database Server Name Database Name User Name Password Display Name The C
188. it operate in the same way as for transactions so you can easily find any record you have previously entered if you need to amend it Each entry made must be allocated to one of the six standard types of Adjustment These will be processed differently in the calculations see examples below Copyright Scribe 2000 Ltd 180 Scribe Accounts 2015 pu Adjustments Type Paid in Advance Record No Debts Outstanding Received in Advance Stocks Stores Date Doubtful Debts Understanding Adjustments An Income amp Expenditure Account relates to the true cost of providing services by dealing with incomings and outgoings for the year regardless of when the actual cash transactions took place The Adjustments need to be entered which will impact on the creditors debtors and will be automatically included in both the Income and Expenditure Account and the Balance Sheet and in the Annual Return In the following year they will be reversed out automatically You do not need to enter every single penny but need to show items which are significant The level of this is discussed in the Accounting Guidance and is also worth discussing with your Auditor The first four options are concerned with timing OUTSTANDING BILLS adds creditors as at 31 March into the accounts Check all invoices received but not paid and use the invoice date as the dividing line as this corresponds to the way VAT is handled in Income an
189. l 15 Setup Database 15 Setup Errors 54 55 223 Setup Menu 62 Setup Regular Charges 114 Setup Toolbar 62 Short Term Investments 183 Skip Records 104 Split a Transaction Split Record 111 SQL Configuration Manager 50 55 225 SQL Express 36 SQL Express Prequisites 38 SQL Prerequisites 50 55 225 SQL Server 36 SQL Server Prerequisites 38 SQL Services 50 55 225 Staff Codes for Annual Return 177 Standard Rate of VAT 73 Start 9 Start of Year 83 194 Start of Year Balances 68 Start of Year Bank Balances 68 96 97 111 Copyright Scribe 2000 Ltd Index 235 Start of Year VAT Balance 68 Starting Balances 68 83 194 Starting Out Examples 197 Statement of Accounts 175 177 Stocks and Stores 178 Summary Reports 148 Supplier Address 71 Supplier Contact Details 71 Supplier Invoice Date 97 Supplier List 148 Suppliers 71 Supplier s Vat Reg No 71 Support 221 222 STe TCP 50 55 225 Technical Information 50 55 225 Technical Support 221 222 Temporary Borrowing 183 Temporary Database 75 Temporary Lending 183 Timing of Transaction 102 Toolbar 11 Toolbar Buttons 11 Toolbar Icons 11 Topic 9 Training Database 75 Training Videos 9 Transaction Lists 148 Transaction Notes 97 Transactions 96 97 102 104 108 110 111 114 115 116 Transfer Money between Codes 122 Transferring Money between Codes 21 Transfers Tutorial 17 Transfers between Bank Accounts 133 Trial Database
190. l O Delete Database Server Name Database Name User Name Password Display Name This screen which needs details of the server and database appears whenever you are workingdirectly with the database including e Installation si e Creating a new council database si e Connecting to an existing council database e e Deleting a council or databasel si e Performing a Backup or Restore of the databasel ai Enter the server and database relevant to the task you are performing See individual details for each topic You will always use the Database Login and Password for these purposes Copyright Scribe 2000 Ltd Contents 15 1 4 Create Council Introduction The Council Setup screen appears in two situations e When you first install the application e f you select Create Council from the Setup menu CreateCouncil Gi Council Setup EVE 8FE880B63D SQLEXPRESS scrib Create New Council O Connect To Existing Council Delete Council O Delete Database Server Name Database Name User Name Password Display Name Keeping Separate Sets of Accounts Remember that if you are keeping accounts for more than one Council or have a completely separate set of accounts for say Charities or a Sports Centre then you should have set up a parallel installation Use the Create Council function to establish a completely separate database You can use the same Server
191. l be allocated by the bank you can create your own set of reference numbers to manage these payments Adding your Council logo or letterhead You may choose to print the advice note onto pre printed stationery See Printing Reports ei for details about amending the margins etc Alternatively you can add in the textual Council name and Address See details under Orders and Invoices 12 Copyright Scribe 2000 Ltd Bank 133 6 1 Bank V Nw d Transactions Bank Reports Setup Year End Help GER Bank Reconcile Reconcile Transfer All Banks The Bank Toolbar deals with transfers and reconciliation of bank accounts Bank Transfer fi deals with transfers between bank accounts and between bank and cash in other words where money is moved but where no receipts or payments are actually made by the Council Reconcile ei allows you to cross check your bank statement against the accounts by looking at which transactions have been cashed at the bank ie which ones appear on your bank statement and which remain outstanding uncashed or unpresented Reconcile All Banks provides an overall reconciliation by starting with the statements from all the banks You must have completed the reconcile process on each account first Transfers between accounts m Bank Transfer Click on Bank Transfer in the Bank toolbar Transfers are similar to ordinary transactions but relate wholly to move
192. ld enter the bank names immediately Copyright Scribe 2000 Ltd Setup 69 You can enter all the balances when you know what they are See also Bringing forward data from the end of previous year If you amend your banking arrangements whenever that occurs you should add new bank details at the correct time and then record a transfer from the old bank to the new one at the time you transfer funds into the new account If you try to add any record twice the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting Starting Balances At the start of the year you must complete these so that the total of the bank account balances plus the cash balance will add up to the overall brought forward balance If you wish to use the accounts before you know what those opening balances are you can do so and then add these figures in later Do not enter the balances you have at the time you do it as the figures entered here should always be the opening balances as at 1 April These figures should match the figures in your previous year s accounts for the final balances which are unlikely to be the same as the ones on your bank statements If you start up a new bank account during the year add it in here as a new account with a starting balance of zero You will probably arrange to transfer funds into it which should t
193. least the local admin account and also ensure that this box has access to the database server Remember that there are security levels within the Scribe application which you can use to restrict access to the Scribe data Microsoft recommendations are listed at the above link Note we do not provide advice or support on Domain issues SQL Server Express installation when SQL Server 2005 or SQL Server Express 2005 is already installed If you are using SQL Server for other functions you will need to consider updating everything to SQL Server 2012 Uninstall the original version using Control Panel You may not realise that you have SQL Server or the earlier MSDE installed sometimes they form part of Microsoft Outlook for example some of its Business Contact Managers and this can cause conflicts This is more likely to occur if the system is old You may see an error message about Consistency validation for SQL Server Registry Keys or other messages which indicate duplicate installations The critical applications are Office 2003 and 2007 in their Business versions as these include a database which uses either SQL Server Express 2005 or earlier You will need to remove the old component or update Office Other Microsoft SQL Server error messages You may find errors which are specific to an incident on your system Here are some examples Error 3417 refers to a corrupted Master database If you do not have a backup of that w
194. led Turn Windows Features on or off Once the files are present make sure they are turned on The pictures below show are examples of what you should be seeing when this has been done To install NET Framework 3 5 go to the Framework 3 5 folder and double click on the program dotnetfx35 exe To install NET Framework 4 5 go to the Framework 4 5 folder and double click on the program dotNetFx45_Full_x86_x64 exe In Windows 7 installation of NET Framework 4 5 will run through the following process Copyright Scribe 2000 Ltd Installation Installation Progress Please wait while the NET Framework is being installed File security verification All files were verified successfully Installation progress Installing MET Framework 4 5 Installation Is Complete TAYA NET Framework 4 5 has been installed After you install NET Framework 4 5 it will appear on the Control Panel program list The NET Framework 3 5 will show on the Turn Windows features on or off panel 41 Copyright Scribe 2000 Ltd Scribe Accounts 2015 Uninstall or change a program To uninstall a program select it from the list and then click Uninstall Change or Repair Organize v Name Publisher Installed On Size Version I Microsoft NET Framework 4 5 Microsoft Corporation 04 03 2015 38 8 MB 4 5 50709 E Microsoft Office File Validation Add In Microsoft Corporation 15
195. ll details Note you cannot Delete a financial year if it has any data assigned to it Removing all the data is virtually impossible so only think of Delete being an option before you start using the year in question Copyright Scribe 2000 Ltd Setup 83 3 13 Start of Year There are four main elements in starting a new financial year Creating the Financial Year You will need to establish a new financial year in the accounts by defining the dates and how you wish to describe it See Financial Year amp in the Setup menu Once the year exists you can log into that year when you logon to Scribe by selecting it from the drop down list of financial years The guidance below assumes you have logged back in and are now working in the new year Copying from Year to Year None of the carry forward functions will be relevant in the first year you are using the system you will need to create new cost centres and codes initially The guidance below relates to year 2 onwards D D L Copy from B fd Bank Restate Previous Year VAT Balances Last Year Start of Year Group There are two stages to consider which occur at different times Copying the Structure of the Accounts You should decide whether the structure of your accounts needs to change at all from the previous year Select Copy from Previous Year from the Setup Toolbar The Start of Year procedures allow you to copy all the structural element
196. ll not be retained as these are not stored on the transaction record itself If you need to retain the details you must print out a copy of the order or invoice if you have not already done so unless you have created a PDF copy as part of the email process Remittance Advice This report produces remittance advice notes to accompany payments to suppliers The report will aggregate payments with the same cheque number so that different transactions covered by one cheque will show on one advice note Copyright Scribe 2000 Ltd Transactions 131 Enter a range of cheque numbers to limit the extent of the report All cheques within this run of numbers will be included in the report If you do not enter cheque numbers the report can only look for all the blank cheque number entries which will probably not all be for the same supplier It is therefore important that you both enter a cheque number against each transaction and that you use cheque numbers as parameters for this report Blank cheque entries will generally be found at the top of any such list or set of documents Electronic Banking There is also a Net checkbox as a report parameter which will look for the transactions which you have already flagged up as being electronic payments This allows you to operate a second sequence of numbers which are the reference numbers for the electronic payments rather than cheques If you do not know what numbers wil
197. low If you are using Receipts and Payments for your Annual Return the General Fund will be the same as your total cash in hand figure as shown in your accounts for the previous year end ie all your bank and cash balances combined You will also need to enter the Cash at Bank figure here which for receipts and payments will be the same value If you carried out a conversion to Income and Expenditure for the last year you will also need to enter the six potential adjustments if there were any Entering those adjustments is required because it is necessary for them to be reversed in this year s accounts when you get to the next year end Typically you will always need to enter a VAT recoverable figure which will be part of the Balance Sheet Assets even if there are no other adjustments assets or liabilities to enter This entry is just for the balance sheet so you must do this in addition to entering the VAT balance when entering brought forward bank balances For Income and Expenditure there is a Balances carried forward figure to enter for the purposes of the Annual Return Box 7 You can also enter other balance sheet items which will appear at the next year end for comparison purposes If you have any Long Term Investments in Box 9 of the Annual Return you will need to enter last year s figure manually on the next return but the current year and future years will be picked up from the Asset register Copyright Scribe 2000 Ltd
198. ls e Remember that you PULL codes budgets bank balances into the current year from the last year You log in to the new year to do this e Remember that you PUSH balance sheet and annual return data from the old year into the next year You log in to the old year to do this Examples inc first year It is important that you understand the calculations performed so here are some examples of the documents explaining where the data comes from We have included only a very small number of entries for simplicity You may find it helpful to print out these topics for reference We have split these examples into three 1 The Receipts and Payments Year End 20A 2 The Income and Expenditure Year Endl 2 3 Starting Out see below Starting out Using Accounts 2015 for the first time NB The following advice applies only for the first year using Accounts 2015 Use Restated Accounts to enter the first Last Year figures Copyright Scribe 2000 Ltd 198 Scribe Accounts 2015 Restate Last Year Use the Restate Last Year functions to enter data See Restate Last Year 18 Let s say we have 1300 in the bank and HMRC owe us 200 which will be our next VAT refund claim Our general fund assets are therefore 1500 Enter these 3 items separately It is down to you to get all the entries to balance which they should do if you are taking them from an actual balance sheet The figures w
199. lso holds Income and Expenditure adjustments from the previous year end so that they can be reversed out in the current year For first time users it is necessary to add in those previous end of year figures so that there is some comparative data in respect of the previous year when you get to the end of the first year The figures you initially see will all be zero as there are no last year figures to use so you can use the Restate function to add in some relevant details for the previous year without having to actually create the previous financial year in the system The Restate function replicates stage 5 in the typical practice shown below Typical Practice for the New Financial year 1 Set up the new year in terms of codes and descriptive items well before the end of the previous year so that you can have the budget in place prior to 1 April 2 Start using the financial year from 1 April for new transactions and all other purposes 3 Bring forward bank balances as soon as you have reconciled the 31 March bank position 4 Bring forward VAT balance as soon as you have completed the bank reconciliation and are certain of acorrect end of year VAT position 5 The balance sheet entries you might not have confirmed until the accounts are finalised in June or July so these will be posted across when you close the previous year accounts Copyright Scribe 2000 Ltd 190 Scribe Accounts 2015 Do not delay us
200. lthough the main PC will operate correctly you will see on the second machine the same error messages as you would if you had omitted the Update Script function ie there will be a mismatch between the current program and the already updated database The same applies if you have two unconnected PCs eg one at home and one at the office Both must be updated so that everything is using the same program and the same database after performing the Update Script function 2 9 Updating your PC If you obtain a new PC you will need to follow the following steps 1 Install SQL Server and the Scribe application as if you were a first time user 2 Follow this through and Create a Council so you have something to log on to This will contain a default financial year according to when you obtained the CD and you should log onto that even if it appears inappropriate A database will now exist but will be more or less empty at this point Log on to the old PC and take a backup of the data from the old PC Transfer the backup file eg using a USB memory stick onto the new PC 5 Log on to the new PC and restore the data into the new PC This will overwrite the empty database with its single default year and put in its place all the data you previously had on the old machine AOU e f the CD you have used is not up to date go to the website and download the latest Scribe program Follow the instructions on updating Scribe You must also use t
201. mber 97 127 IT Support 50 225 Item Details 127 We JE code for Journal Entry 119 Journal to Correct Code 117 119 Journal to Correct VAT 117 119 Journals 21 96 117 119 122 124 Journals List 148 lt Language Settings 157 Last Updated 104 Last Year Accounts 189 Latest Version 58 Letterhead 127 130 Liabilities 183 Liabilities Restatement 189 Licence Date 88 90 Licence Key 90 List of Reports 148 List of VAT Transactions 166 Lists 147 148 Loggingon 12 46 Logo 127 130 Logon 12 46 Long Term Investments 186 Copyright Scribe 2000 Ltd Index 233 Look for Existing Record 104 Lookup Transaction 104 Main Menu 9 11 Managing the Budget 148 164 Manual Flexed Budget 66 Margin Adjustments 157 Margin Settings 157 Masters 62 Microsoft 36 38 Minimum Value of Payments 148 Minute Reference 97 Monthly Charges 114 115 Monthly Flexed Budget 66 Monthly Flexed Budget Report 169 Moving Data between Computers Tutorial 21 Moving Money Tutorial 21 Multiple Councils 15 N NAS 50 55 225 Navigating 11 Net Banking 97 NET Framework 50 55 225 Nett Position Report 148 Network Connection 48 75 76 Network Workstation 48 75 76 New Features 32 New Financial Year 82 New Transaction 97 New User 15 78 189 New VAT Rate 73 New Year 83 194 Notes on Transaction 97 C One to Many Transfer 117 124 Online Help 221 Operating Systems 36 43 Order 127 Order Date 127 Order Numbe
202. me which is needed for setting up the database connection as it forms part of the server name It is recommended that you write down the Computer name so you can find it easily later If different it is the Full Computer Name which you will need Copyright Scribe 2000 Ltd Installation 39 Note that the name is case sensitive Make sure there are no spaces in the computer name or you will need to amend this under Windows first To check your system there are several methods you can use depending which Windows you are using e In Windows 7 from the Start button select Computer Right click and select Properties Or click on Computer then click on System Properties e In Windows 8 in File Explorer select This PC Right click and select Properties e In Windows 8 or 10 go to Control Panel select System and Security then System and click on See the name of this Computer e In Windows 10 use Settings then System and then About For more detail go to System Info T Pr Control Panel System and Security System v Search Control Panel Control Panel Home ei Device Manager Remote settings System protection Advanced system settings View basic information about your computer BB Windows 8 Windows edition Windows 8 2012 Microsoft Corporation All rights reserved Get more features with a new edition of Windows System Rating Processor Installed memory RAM Sys
203. ments of money within the Council rather than receipts or payments by the Council These are easy to forget but are essential to providing a comprehensive account of the Council s monetary position Transfers include e money which has been received as cash and already entered as a cash receipt transaction being paid into the bank e drawing a cheque made payable to cash for petty cash expenses etc which should NOT be entered as a cheque payment but only as cash payments when the cash is spent later e transfers between different bank accounts such as from deposit account to current account Copyright Scribe 2000 Ltd 134 Scribe Accounts 2015 wy Bank Transfers 29 05 2010 Monthly transfer Date 02 06 2010 fis From Bank v Cashed To Bank cashed lt Comments Amount There is less detail needed than a transaction because there are no third parties involved Simply identify which accounts the money is moving to and from and add a description in the Comments box to help you identify H You can include the Paying in Book reference if banking cash The comments will appear in the left hand list once saved The current balances in each account will be displayed if you click on Balance This is a useful quick way of checking the position and will give you the same results as Reports Bank To look at a list of Transfers go to Reports and select Bank Transfer The indivi
204. microsoft com kb 287932 describes the firewall settings needed to be done to be able to connect to the SQL Normal Login Connection Stops Working SQL Server Services have been turned off Check that the SQL Server services are running It is possible a third party change to the PC such as an automatic Windows Update impacted on this Go to Control Panel Administrative Tools Services and look down the list for SQL Server SQL EXPRESS In Windows 10 you can also get to this via Settings System About Additional Administrative Tools Services In Windows 7 you can also get to this from the Windows Start button under All Programs look for Microsoft SQL Server 2012 and SQL Server Configuration Manager In Windows 8 and 10 you canview services directly from Control Panel Administrative Tools Services The Configuration Manager does exist but the Search box will not locate it for you In the list of services the SQL Server and the SQL Server Browser must have both a Status of Started or Running and a Startup Type set to Automatic You can right click and select Properties to view or to change these settings eg to restart the service if it has been stopped This should also then start automatically at next reboot The service called SQL Server Agent is not relevant Error Access Denied You do not have admin privileges and hence cannot create council to run the application The Scribe program will give this mess
205. n Tip You can also access the Create Council screen directly from the logon dialogue This allows for situations where existing connections have been removed for instance on a network server and you have to create a new connection in order to proceed Connect to an Existing Council another database on your network Click here for details 4 Updating the Scribe Application You may receive a Scribe CD to install an updated version of the Accounts 2015 software or you may obtain this by downloading from the website To update the Scribe application you can simply run the ScribeSetup exe program as described above This will uninstall any existing application and reinstall the new one without affecting any of your data Login in to the updated Scribe application Copyright Scribe 2000 Ltd 46 Scribe Accounts 2015 2 3 In some cases the existing database will need to be amended and a function in the Setup menu called Update Script will do whatever is necessary If you try to use the database without running Update Script you will see error messages Follow the instructions accompanying the revised version and if on doubt run Update Script anyway For more detailed instructions see Updating Scribel You may in some instances also need to enter or re enter your licence key If you are not extending the licence period at the same time as the reinstallation you should key in the licenc
206. n Windows Server you must ensure the NET Framework requirements exist prior to the SQL installation Internet Explorer should be at IE 7 or above The prerequisites for the application are Microsoft NET Framework 3 5 SP1 and NET Framework 4 5 Both of these are required By default Windows 7 includes NET Framework 3 5 but will require NET Framework 4 5 to be loaded Conversely Windows 8 and 10 already have NET Framework 4 5 but do nothave NET Framework 3 5 You must load the missing one from the Scribe CD in the Prerequisites folder In any event the Scribe setup program will check and report if either of these is missing The installation files are included on the Scribe CD To install NET Framework 3 5 go to the Framework 3 5 folder and run dotnetfx35 exe Copyright Scribe 2000 Ltd Installation 51 To install NET Framework 4 5 go to the Framework 4 5 folder and run dotNetFx45_Full_x86_x64 exe After installation check in the Control Panel Programs list and under the Turn Windows Features on and Off section that both are available and turned on 1 SQL Server If you already have SQL Server available on the PC or network and know its location you can now go straight to the installation of Scribe Accounts 2015 itself lf you need to install SQL Express the Scribe installation CD comes with Microsoft SQL Express 2012 e For 32 bit Windows you will need to run the file SetupSQL_x86 bat e Fo
207. n the accounts incorrect VAT amount receipt entered as a payment etc etc You should end up with a report where the Bank Statement should say value is correct and you know exactly which transactions have not yet been presented They will still be showing on the Reconcile checklist and will be reported on the List of Unpresented Cheques etc Why am I seeing New Year records on the checklist The reconciliation sees the year end transparently so that you can create a new year and be working on it with say April transactions prior to doing your year end accounts When in the new year and reconciling a bank statement at the end of April you will need to see any transactions which went through the bank regardless of which year they came from However conversely if you are working on the old year records and don t wish to view any new year records you can hide them by ticking the checkbox The checklist and the reports about unpresented items will then only relate to transactions in the old year Even so you may find it easier to complete your basic current account reconciliation and print off all the reports before you start entering transactions in the new year Reconcile is a live function so you can t retrospectively go back to these reports once the data has changed so it is always recommended that you print off the current account reconciliation report as soon as possible after 31 March However the All Banks Reconciliation does
208. n the new year Copying from Year to Year None of the carry forward functions will be relevant in the first year you are using the system you will need to create new cost centres and codes initially The guidance below relates to year 2 onwards Copy from B fd Bank Restate Previous Year VAT Balances Last Year Start of Year Group There are two stages to consider which occur at different times Copying the Structure of the Accounts You should decide whether the structure of your accounts needs to change at all from the previous year Select Copy from Previous Year from the Setup Toolbar Copyright Scribe 2000 Ltd Year End 195 The Start of Year procedures allow you to copy all the structural elements of your data and recreate them in the tables for the new year The records are copied and allocated a new Financial Year ID You do not have to identify the previous year this will be done automatically 8 Copy from Previous Year Please select the master records to copy C Suppliers C Descriptions C VAT Rates C Bank Accounts C Cost Centres Cost Codes C Include Budget figures also Flexed values You can select any or all of the master groups to copy across Typically you will be doing this well in advance of the start of the year say in January when your budget has been agreed Note that ticking Bank Accounts here does not copy any financial data just the det
209. nctions etc so you can locate and then amend and save the record If you click Search again while looking at the filter set the search results grid will come back showing the filtered results in the search grid so you can then Clear the search and start again if you wish Alternatively you can simply Close the transaction screen Using the Columns Just click on the header to sort the list npt 20 00 20 00 0 00 01 04 2010 for instance using the npt 20 00 20 00 0 00 01 04 2010 Net value to sort from iard 32 90 28 00 4 90 01 04 2010 lowest to highest jard 32 90 28 00 4 90 01 04 2010 jard 32 90 28 00 4 90 01 04 2010 Click again to reverse npt 95 00 95 00 0 00 01 04 2010 the order npt 100 00 100 00 0 00 01 04 2010 npt 850 00 850 00 0 00 01 04 2010 Click on Supplier for sary Asst Clerk ICICI 20 00 an alphabetical list or slary Asst Clerk HSBC 20 00 use a date column to Insurance Company Ltd HSBC 28 00 see everything on Insurance Company Ltd HSBC 28 00 chronological order Insurance Company Ltd HSBC 28 00 lary Asst Clerk HSBC 95 00 Mr A Jones HSBC 100 00 12345 Mr A Jones HSBC 850 00 1234 Copyright Scribe 2000 Ltd 108 Scribe Accounts 2015 Use the Last Updated search _ column or the Cashed SEA e Column eech do ees esch Se Bank VaTType Total Net ver I oiei novappear GH e main HSBC E Exempt 100 00 100 00 0 00 01 04 2010 entry screen if you HSBC E Exempt 850 00 850 00 0 00 0
210. nd utilises Microsoft procedures to create a bak file of the entire database selected Any database can be backed up from any connected location and to any destination location but this must be local to the server The current logged on database is supplied as default A filename and path for the backup location is required when performing the backup if only a filename is entered the result will be saved into the Microsoft data folder by default Restore requires the full filepath including the bak extension If restore is performed to a new database name the database will be created automatically but later will require a Connect to Existing Council to add it into the Scribe system Recommended restore process is to create a new database using Create Council then log into it and restore using the same database name Uninstalling Council Setup allows for the deletion of existing Councils or Databases Normally use Delete Database which removes both elements The Council currently logged on to cannot be deleted Therefore to clean down a PC create a new Council and connect to that in order to delete all the Councils and databases containing data Physically delete the configuration files listed above The Copyright Scribe 2000 Ltd Installation 53 Scribe application itself can be uninstalled using Control Panel Updating the Application To install a newer version of the Scribe application you can simply run
211. nd set a correct cashed date for that transaction or transfer Copyright Scribe 2000 Ltd 138 Scribe Accounts 2015 6 3 Bank reconciliation process You will need to select the bank account and a cashed by date so it is best to get in the habit of working across the screen towards the Proceed button The Cashed Date will be recorded against the transactions selected as the date by which that item had been cashed Select Bank Select Cashed Date Lloyds TSB Treasurers A v 01 01 2013 EN Proceed Important You should use a Cashed Date which you may later use to selectively report on so this could be the date of the bank statement or the date of the last item shown on the statement or more typically could be a month end date For example if you receive a statement showing items going through the bank from 15 May to 15 June you could select 15 June as the date or you could enter 31 May The date you select will be recorded against all the items in the batch you will be ticking off to show that they were cashed on or before that date If you have chosen a month end you can repeat the process and select the last item date if you wish to tick off everything else on the statement There is more information on this on the All Bank Reconciliation 142 report Note that you will see a warning if you try to select a cashed date which is earlier than the voucher date of a transaction selected The cashed
212. nd workgroup settings BEES Processor AMD Turion tm II Dual Core Mobile M500 2 20 GHz Computer name Janice PC change settings Installed RAM 3 00 GB 2 75 GB usable Offii Full computer name Janice PC nE maps System type 64 bit operating system x64 based processor Ges Computer description Default apps Pen and touch No pen or touch input is available for this display Mota WORKGROUP About Windows activation Windows is activated Read the Microsoft Software License Terms Product ID 00326 10000 00000 AA355 change product key SQL Express Prerequisites The Scribe Accounts CD comes with the all installation files it needs The SQL Server installation needs certain Microsoft programs to exist on your PC Different versions of Windows will need different elements adding in The prerequisites for running the program are Microsoft NET Framework 3 5 and Microsoft NET Framework 4 5 Typically Windows 7 will already have Microsoft NET Framework 3 5 but not Microsoft NET Framework 4 5 Conversely Windows 8 and 10 come with NET Framework 4 5 However for the Scribe application it also needs NET Framework 3 5 You can check whether you have the correct version of NET Framework by going to Control Panel and selecting Add Remove Programs or select Programs then Programs and Features or select Uninstall or Change a Program according to which version of Windows you have In some versions of Windows you may have to look in the section cal
213. nenseneeneeeeeneenes 54 Advanced Technical FAQ cc cccssescsssesseeeeeseeeeeneesseeeenseeeenseenseeeeaseeeensenenseeeenseeeeneees 55 Updating the Scribe Application ceecceseecseeeeeseeeseeeeeseeneeeeeneseeseeseeneeeseeeseeseeeseneneeees 58 Updating your RE 59 Setup 62 GOSt C nie e aaa secectecaccuedeccceccctacedvecteccceccctasecuncdesucuecttasecuaddeseasecttadecontetacaueeceh 63 Codes and BudGet cessccsseeccseeeeceneneeseeseeneeeeeneeenseesenneeesnuenenseesenneeeenenenseeseneeeeseeseeseneees 64 Setting up the Flexed BUdGet cscccessecsseeceeseeeeesenesseeeenseeeeneenenseeeenseeeenseeesseeeeneeneeneenes 66 Bank accounts and balances ecccesececeeeceeseeceeeeeeseneeeeeeeeeeneeeseneseeseeseeneeeseneseseneeseneeenees 68 DO SCriPtiON cise ciscds T czsedeestecasnce czcede deatecscnee czcedeZecuecasnce enced deauecaducesdecdezzauy 70 Elle EE 71 Vu 73 Create New Councils eegeegeeee Eed dE EE dE ENEE Eed Ee 75 Delete Council or Database 2 cccceseeeeeeeseeeeeeeeeeeeeeeeseeeeeeeesnaeeseeseneeeeeeeeaeeseneeneeeeeees 76 Heer eege EE EES 78 Email Stein E 79 Financial eet dee EES 82 GI e Le CT 83 Copyright Scribe 2000 Ltd Contents 5 Part IV Utilities 88 T COUNGCH E sence cies cede ceecsrece cheese ceeesoee baea taana daaa s baaa aadi eaa s ene oea iaaea baee daadaa aiat Da bua adia 88 2 Chang Ee re DE 89 3 Product Licence KeyY ceseccceeeceeseeceeneeeseeeseeeeesesneee
214. ng reallocated If you need to correct a coding error or you have had second thoughts about where a group of payments should be shown in the accounts see next section However you may wish to realign some actual expenditure with different codes perhaps new codes you have added and wish to do this as a lump sum instead of changing many individual transaction records To do this you can make a Code Transfer This is similar to the Code One to Many transfer mentioned above but in this case is simply an amount being moved from one single selected code to another single selected code All you have to do is select the code you are taking money from and the code you are sending money to It is important to understand that this is moving actual expenditure which has already occurred What you are doing is reducing the total payments on the first code and increasing total payments on the second code This will then be reflected in the Summary reports when it comes to showing cost centre totals The result will be a negative payment entry in the first code and a positive payment in the second You must appreciate that you can t move money if you haven t spent it you are not moving budget here and you can only move up to the limit of what you have already spent Similarly if you a transferring some payment value you are not creating anything on the receipts side of the accounts it is not a payment from one code and a receipt in the other rather it is a r
215. nging the rate on an existing VAT code such as Standard rate this rate will automatically be applied and you may accidentally change existing records So if a rate has been changed by the Chancellor you should Add a New VAT Type to cover the new value If you try to add any record twice the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting VAT Rates when Starting with Accounts 2010 The default VAT rates are already set in the default year So copy these rates from that initial year you Copyright Scribe 2000 Ltd 74 Scribe Accounts 2015 first see into the next year if you are not starting out with the year as first supplied See Copy from Prev vr sg Brought Forward VAT Balance at Start of Year Enter this using the Bank Balances form Setting the VAT Calculation Method There is an option to have the transaction VAT calculated either from the total figure or from the net figure It makes no difference to the figures recorded but gives you a choice of method according to how you prefer to enter the record For example if you have a transaction of 100 plus 20 VAT if you select the top button Calculate VAT based on Net Value when adding a transaction you will enter 100 and then VAT will be calculated as 20 and the total shown of 120 If you have selected the lower button Calculate VA
216. ns are recorded when the actual receipt or payment is made ie a payment is when you pay the cheque not when you receive the invoice Click here for Definitions 104 Do not use the Payments or Receipts screen for transfers to or from the bank See Transfers 139 between accounts Transactions Toolbar gt Ww Transactions Bank Reports Setup Year End Help i p a 3 Zi 2 m Payment Receipt Split Regular Regular Apply OneTo Code VAT Code Purchase Sales Remittance Record Payments Receipts Many Transfer Corrections Orders Invoice Advice Transaction Regular Charges Journals Orders Invoice Advice Note Transactions Payment and Receipt are the key data entry screens Payment e is the day to day entry of a payment for instance when you send a cheque to a supplier Receipt a is the day to day entry for when the Council receives money Split Record m allows you to split an entry you have already made for instance where an invoice covers more than one item and different VAT rates apply to the different items on the invoice Your initial entry should relate to the actual invoice and cheque so that the totals and effect on the bank balance is correctly captured and then you can split it according to the details Regular Charges Regular Payments A allows you to set up an entry which you will need to use regularly for instance monthly insurance premiums Regular Receipts allows you to set up an entry for repeated r
217. nsider a precept receipt the transfer will be available from the total of existing actual receipts on the precept code Stage 3 Select the codes to charge Click in an empty ToCode box and use the down arrow to display the list of codes Once selected the code will just appear as the code number in the list Amount or value 25 OR 3375 00 Precept grant Maintenance contractor Supplies Other grants Alloted 10 00 Alloted Amt 337 50 Stage 4 Select the percentages to recharge These might be derived from time recording exercises or be based on some other criteria such as budget proportions For each code enter the percentage or again you can enter a specified amount if you prefer The percentage required here is the proportion of the selected amount so if you are recharging 50 of a salary figure you will still need to allocate 100 of that recharged amount In the above example 3375 is 25 of the available balance and the code has been allocated 10 of that figure The balance and allocations so far will be shown you must get this to equal the total in order to proceed Note that when you make a transfer the available balance will reduce So if you have moved 10 of the original and on a later occasion you wish to move another 10 of the original you will not be able to select 10 again and have the same figure you will have to enter the amount instead Stage 5 Save the
218. nt 130 Email Invoices 79 Email Remittance Advice 130 Email Settings 79 12 46 12 46 48 75 76 21 181 108 110 Copyright Scribe 2000 Ltd 232 Scribe Accounts 2015 Enlarge Summary Reports 162 Enlarged Fonts 157 162 Error Messages 223 Error on Login 223 Errors 54 55 223 Errors on Bank Reconciliation 135 Examples of Year End Documents 197 202 205 Excluding Codes from List 148 Exempt VAT Supplies 73 Existing Council 48 75 76 Existing Database 48 75 76 Existing Transactions 104 Export Reports 157 ExporttoPDF 157 Export to Spreadsheet 157 Export to Word Processor 157 Extra VAT Rate 73 FAQ 9 21 FAQs 54 55 223 Filter 104 Filters 156 Finalising Accounts 171 Financial Year 12 46 82 83 194 Find Previous Record 104 Firewall 50 55 225 First Time User 15 189 Fixed Assets 186 Flexed Budget 21 64 66 169 Front Page 9 Funds Restatement 189 General Power of Competence 97 148 General Reserves 181 Getting Started 10 15 H Help 54 55 221 222 223 HMRC Balance 68 HMRC Payment 116 HMRC Refund 116 How do I Start 15 Icons 11 Income A Expenditure Account Examples 205 Installation 36 38 43 Installation Troubleshooting 54 55 223 Installing Scribe 43 Installing SQL Express 36 38 Internal Reserves 181 Internet Banking 97 Internet Payment 130 Introduction 10 Investments 183 186 Invoice 127 Invoice Date 127 Invoice Date Supplier 97 Invoice Nu
219. nt financial year You can Delete a code entirely but only if there have been no figures entered against it through actual transactions At start of year this will not be a problem so you can create exactly the right codes for your current year s needs If you delete a code you will not be able to utilise the ID again Copyright Scribe 2000 Ltd Setup 65 Tip It is worth doing two things when you have completed the structure and or entered the budget for the first time 1 Print it out Use the Reports Summary Summary version or Nett Codes with Budget figures or Flexed Budget to print it prior to entering any transactions so only the budget will be included 2 Take a back up of the Scribe database as an empty version so you can always restore that if anything goes wrong later If you try to add any record twice the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting Entering Balances and Budgets The Receipts budget and the Payments budget are used to record the estimates you have assigned to the code as you prepared your budget for the year You do not need one code for receipts and another for payments in any one area of activity You should have one code with both receipts and payments recorded against it That way you can see the difference between the two However some users prefer
220. nvert I amp E Group Balance Sheet There are two specific reports to support a Receipts and Payments Year End 1 Receipts and Payments Account This is a simple report showing all the business including the opening and closing balances It can be supported by other reports such as the Detailed Cost Centre report Make sure you have reconciled your 31 March bank balances and VAT balance before you start Note this report can be used at any time during the year to provide a simple position statement The year end certification note can be deselected Copyright Scribe 2000 Ltd 176 Scribe Accounts 2015 2 Annual Return You can complete the annual statement on a Receipts and Payments basis in accordance with the guidance for local councils The figures in the report will correspond to the requirements of the regulations and guidance You will need to select the Receipts and Payments version of the Annual return as this is calculated differently See further details of Annual Return 17A These two reports together with bank reconciliation reports are all you will need to complete a basic year end using Receipts and Payments accounting Asset Register Asset Register If you wish to maintain a register of fixed assets and long term investments you can do so using the table provided This will then put the appropriate value into Box 9 of the Annual Return If you choose not to use the asset register you w
221. ny of the three possible month groups ie starting in April or May or June Select which month in the quarter to allocate the figure to In the above example Month 2 puts figures into May Aug Nov and Feb v Receipts Flexed Budget A Payments Flexed Budget April May June 0 625 00 Nov O Spread evenly over 12 months Quarterly Select the month v Manually on a month by month basis Or you can choose Manually if there will be more variety over the year Just amend the figures to suit As you amend each figure the balance still to be allocated is shown in the variance box Copyright Scribe 2000 Ltd 68 Scribe Accounts 2015 v Receipts Flexed Budget A Payments Flexed Budget wn os May fo Nov July lo Jan mo fd Seef DI O Spread evenly over 12 months Geen se nont Manually on a month by month basis Total 2000 Variance 500 00 Click on the Save button when finished 3 4 Bank accounts and balances This screen lists all the bank accounts and a cash account ki Bank Balances HSBC Current account HSBC Gold Account Deposit ICICI Internet HBOS Bond Use this screen to e Add names of Bank Accounts Bank Name Cash Opening Balance HSBC Current account 7645 00 e Enter the Start of Year opening balance on each bank account e Enter the Start of Year opening balance on your VAT records You shou
222. o Save any changes Clicking on Edit takes hold of the record so you can amend it and it will also enable the Delete button in case you wish to remove the record completely Save amp Repeat is only available on the main transaction screens and allows you to make a second entry without wiping clean the previous entry So after saving the first one you can for example alter just the cost code and then save again This will create a second entry without you having to retype or reselect every field However be careful that you remember where you are both in your source documents and the voucher numbers being created because as you do not need to use New you can easily over type a record which you thought had saved How to Enter Details Let s look at the Payment screen again You can click with the mouse in each box in turn in any order or some people prefer to use the TAB key to move from box to box Copyright Scribe 2000 Ltd Contents 19 z Payment Cheque Cash Voucher No 7 Cheque No F Net Banking De anes ana 3 Date 05 09 2013 fis Minute Ref Description Order Invoice No Supplier v Invoice Date Show Calendar fis Cost Centre X Bank Current Account Co op D Code D VAT Type X Outside scope X F 137 G P Competence Cashed Net 0 00 Notes VAT 0 00 N Tota 0 00 New Save Save amp Repeat Edit Previous Next Search Delete Close
223. o not confuse 0 0 and O ori Lor 1 etc see example of fonts on the licence sheet If you have tried this several times ask for an email of the document so you can cut and paste Try doing these stages with two people looking as it is easy to overlook something particularly if you have tried once or twice 2 Advanced Technical FAQ Hardware Specifications Most new hardware is adequate but it is possible particularly with entry level laptops that more resources are needed Recommendations for SQL Server Express are Memory Minimum 512Mb Recommended 1Gb Processor speed minimum 1 0 GHz x86 1 4 GHz x64 Recommended 2 0 GHz or faster Disk space 6Gb CD drive For full Microsoft recommendations see https msdn microsoft com library ms143506 v SQL 110 aspx Copyright Scribe 2000 Ltd 56 Scribe Accounts 2015 Firewall appears to be interfering with connection The application connects to the SQL Server database running on the server If the installation appears successful but the connection cannot be made at the Create Council stage you should check whether a firewall is preventing access by turning firewalls off temporarily and trying again If this proves to be the case you will allow access for the application through the firewall An incorrect firewall setting can even interfere with an installation on a single PC SQL Server generally listens on TCP port 1433 The article at http support
224. of Year example and the R amp P example You can compare them to see what the differences are You will see that Scribe Town Council Income amp Expenditure Account 1 the account is 01 04 2013 to 31 03 2014 itemised in Cost Current Year Ended Centres 31 Mar 2014 2 all the figures are net of VAT Income Precept 5 000 00 Community Centre 15 00 5 015 00 Expense Administration 230 00 Community Centre 80 00 310 00 General Fund Balance at 01 Apr 2013 1 500 00 ADD Total Income 5 015 00 6 515 00 DEDUCT Total Expenditure 310 00 6 205 00 Transfer to from Reserves 0 00 Balance at 31 Mar 2014 6 205 00 The Working Document also shows these by cost centre At the moment we have not added any adjustments so the values are still the same as the receipts and payments Copyright Scribe 2000 Ltd 206 Scribe Accounts 2015 Scribe Town Council Year End Working Document Year ending 31 03 2014 A B C A B C Last Year Last Years This Years Inc Exp Income Receipts Adjustments Income 0 00 Precept 5 000 00 0 00 0 00 5 000 00 0 00 Community Centre 15 00 0 00 0 00 15 00 5 015 00 0 00 0 00 5 015 00 Last Year Last Years This Years Inc Exp Expense Payments Adjustments Expense 0 00 Administration 230 00 0 00 0 00 230 00 0 00 Community Centre 80 00 0 00 0 00 80 00 310 00 0 00 0 00 310 00 Scribe Town Council BALANCE SHEET 31 03 2014 On the balance sheet the extra 26 VAT paid has been added to the amount recoverabl
225. of the server and database appears whenever you are workingdirectly with the database including e Installation si e Creating a new council databasel si e Connecting to an existing council database ei e Deleting a council or databasel 7 e Performing a Backup or Restore of the databasel ai Enter the server and database relevant to the task you are performing See individual details for each topic You will always use the Database Login and Password for these purposes Connecting to Existing Database Connect to an Existing Council will usually apply when you have another PC on the network and wish to connect this to the database you have already set up either on the first PC or on a server Copyright Scribe 2000 Ltd Installation 49 CreateCouncil Gei Council Setup EVE 8FE880B63D SQLEXPRESS scribi Create New Council OConnect To Existing Council Delete Council Delete Database Server Name Database Name User Name Password Display Name You do not need to install SQL Server on the second PC Just install the Scribe application itself and go through exactly the same process as for the first connection ai and again time simply add the name of the PC server as used by Windows on the network There is no need to map network drives The nature of the network itself cabled LAN wireless etc does not matter Just enter the Server Name as the name of
226. on Errors 135 Reconciliation Process 138 Reconciliation Reports 138 Recreating the Structure in New Year 83 194 Reference Technical 50 225 Register of Assets 186 Regular Payments 97 114 115 Regular Receipts 114 115 Releases of Program 32 Remittance Advice 96 130 Re open Accounts 187 Repeat an Entry 97 Replacement Entry after Journal 119 Report Filters 156 Report Parameters 156 Report Print Sequence 156 Reports 147 148 156 157 160 162 164 166 169 Reports and Lists 147 Reports for Members 147 Reports for YearEnd 171 Reports Only Access 78 Reserves 21 181 Reserves Restatement 189 Restating Adjustments 197 Restating Last Year Accounts 189 Restore 91 Restricted Access 78 Restructuring Cost Centres Tutorial 21 Revised estimates 21 64 Routine Payments 96 97 114 115 R Type VAT Record 116 as Sales Invoice 96 127 21 142 Sandpit Database 75 Savings Account 68 Scribe Application 43 Search 104 Search Box 104 Search Field 104 Search Filter 104 Search Orders and Invoices 127 Search Results 104 Searching in Report Results 157 Section 1 Statement of Accounts 177 Section 137 97 Section 137 List 148 Selecting Annual Return Codes 177 Selecting Codes for List 148 Send to Payment 127 Server Name 12 46 48 75 76 Setting Flexed Budget 66 Setting Up 36 43 Setting up the Budget 164 Settings 62 Setup 62 Setup Email 79 Setup Code 64 Setup Cost Centre 63 Setup Counci
227. or each type of adjustment will be sufficient These totals will appear as a separate Restated line when they are reversed out in the Working Document This avoids discrepancies if the cost centres have changed between the years The Checkbox to Include Restated Values is important Tick it to have the entered values take the place of the normal copied values in all parts of the year end accounts If you have entered restated values but wish to revert to the values copied across from the previous year as part of Close Accounts unchecking the checkbox and Saving will undo your restatement and revert to those initial values You would then again see the values based on Cost Centres If you uncheck it you must manually compensate for changes in the general fund balance for example Click on Cash at Bank if you need to restate the figures for your bank balances Note that this is all Bank balances as held in the system and includes your petty cash balance Note that Bank balances are always balances as shown in the accounts after reconciliation not the figures shown on the bank statements at 31 March OFunds BE Restate Last Year Restating adjustment values will have an impact on Last Year columns in Reports in 3 ways a change to balance sheet the removal of individual cost centre adjustments information and the removal of cost centre inc exp details The following are last year s figures
228. or alleged to have been caused directly or indirectly by this document August 2015 Scribe Accounts 2015 Table of Contents Part ON Oo FP WN ch Part Il wh O AN o oO F Go ND Part Ill O AN OO a P ODN ch zech sch sch ech O N O Foreword 7 Contents 9 idee DO TEE 10 Application Tool bat assesseur eEEESAEEE EENS EENS NENEK EENG EAK KEREN 11 Bee Uu WEE 12 Create Council INtrOduCtiON 0 2 cceseeeeeeeeeeeeeeeeseeeeeeeneeeeeeensenaeesensseeeeeeseeeeeseeeeeeees 15 FirSt TIMG USG 2 5 ce fesse secret inca dee EES cuuscupecen eevee cuusuuseden eevee dcucuuge den escete cveduterdesucstedvecs 15 Introductory Tutorial cccceeeceeseeceeeeeeseeeeeeeeeseeneesseneseeeeeseeneesseeeseseeeseeneesseeeseeseeseeneeeeees 17 FAQ Tutorials iiiis2ecis E ee ee EENS 21 Versier Featuresiss TAE E E E TE 32 Installation 36 Installing SOL E 36 SQL Server Prerequisites 0 0 0 css scssssssssssseescescessessessessnssnsssesoenseeseesoesoesnesnesaesaneneeneesaeaseuaneaneaneseesassnanneneeses 38 Installing Scribe ACCOUNS cceseceeseeceeeeeeeeeeneeseesenneeeennenenseesenneeeenueeenseeeeneeeeeseeeessenseas 43 DECC CONN EE 46 Connecting to Existing Database cccssscessesseeeeeneeeseneeeeseeeeeneeeeneeneeseeseneeeeeseeeeeseeeeas 48 Technical Helerenge etvbegeueegd SEENEN REENEN REENEN SEENEN 50 Troubleshooting Installation FAQ c scccsssccssseeesseeesseeeesseeeeneeeesseeeesseeeenee
229. ore than one bank account you will sometimes need to transfer money from one to the other You can record this transfer so that the balances held against each account remain correct That is relatively straightforward To enter a transfer go to the Bank menu and select Bank Transfer However one such account is also set up to deal with Cash Sometimes you may receive small amounts of cash from sales or spend small amounts of cash on minor items So we maintain a cash account just like the bank accounts and it will cover what happens in the petty cash box From time to time you will need to carry out a transfer relating to cash If you have collected quite an amount you will need to bank it Or if you have spent a lot of your petty cash you will need to top it up by drawing a cheque Both of these are also transfers just like a transfer from the savings account to the current account The council is not spending or receiving money when it moves money from the bank to the petty cash box eventhough you may use a cheque to obtain it Copyright Scribe 2000 Ltd Contents 21 So when you use a cheque drawn for cash you must record this as a transfer not as a payment Try to think of the petty cash box just as one of the accounts in which the council keeps its funds 4 Where are the VAT Rates You will need to set up certain items before you can successfully enter a new receipt or payment These include Bank names and VAT
230. ot confirmed by members Alternatively you can operate more strictly and only enter transactions when the actual payments are made after approval Copyright Scribe 2000 Ltd 148 Scribe Accounts 2015 7 1 but at the cost of not having a list to present Our suggestions are to base most reporting to members on the Summary Report and Summary by Cost Centre reports These provide a comparison between the budget estimates and the actual transactions for each code or cost centre To provide good budget control you will need to have divided up your budget between all the codes and cost centres at the time when you are defining the budget and precept and have done so for both receipts and for payments Most councils will divide up the precept between codes so that there is a visible balancing of income and expenditure on each The report will then show your current variance from budget for each code or cost centre To go further than this you can used the profiled budget which is reported under Flexed Budget This is a sophisticated process which describes each code according to the likely pattern of payment eg one annual payment or 12 monthly payments etc This is only recommended when you are fully conversant with the rest of the system and if you find you need it For advising Members the above budget reports are generally all that is required because if your spending activities are in line with the estimates no other d
231. ot have to be done at the year end The details will be shown on both the Income and Expenditure Account and the Balance Sheet Note that the grand total will remain unchanged in the Annual Return Box 7 Copyright Scribe 2000 Ltd Year End 211 4 A Reserves To make a transfer FROM the General Fund Balance use a normal positive entry To make a transfer TO the General Fund Balance enter negative figures i e 1000 00 Brought Forward reserves Enter any additional Transfers Resultant figures Capital 0 00 2000 00 2000 00 Earmarked 0 00 2000 00 2000 00 Gen Fund before transfers to Capital and Earmarked Reserves 6505 00 General Fund after transfers to Reserves 2505 00 In this example we transfer 2000 to each of the two reserves and diminish the general fund by 4000 After a re Calculate these will then appear in both the I amp E Account and the Balance sheet to help define the general fund and overall balances Copyright Scribe 2000 Ltd 212 Scribe Accounts 2015 Scribe Town Council Income amp Expenditure Account 01 04 2013 to 31 03 2014 Income Precept Community Centre Expense Open Spaces Administration Community Centre Provision for Doubtful Debts General Fund Balance at 01 Apr 2013 ADD Total Income DEDUCT Total Expenditure Transfers Current Year Ended 31 Mar 2014 5 000 00 315 00 5 315 00 500 00 130 00 80 00 600 00 310 00 1 50
232. ot maintained in the same way as the on line Help There are also additional related guides which are available for download Training Videos For new users it may be helpful to view examples so some training videos are available to download These are in multiple chapters so you can select exactly what you need to review There are also training exercises which you can download Taken together the whole set of training with exercises would take between one and two days to run through Tutorials Within this Help guide there are two tutorial sections Introductory Tutorial Ais a brief introduction to navigating the system and to help you get started Copyright Scribe 2000 Ltd 222 Scribe Accounts 2015 9 1 FAQ Tutorialsl 2 are to answer common queries in more detail for instance about the year end Getting Support See Support 2 Troubleshooting Click here 223 Getting Support See the Contents 9 page for links to the User Information Centre We have also created a local ScribeSpace site separately on our office server so that you can access certain aspects in the unlikely event that the main BT web servers are unavailable For assistance with Accountancy queries outside the scope of software support please contact one of our third party advisers listed on the website You can also ask other local councils who may have had similar experiences and already know the answers Go to the ScribeSpace pages
233. ouncil Setup screen also has options for Delete Council and Delete Database Clearly these must be used with great care and are only available to Administrator level users If you have a large networked implementation it would be advisable to discuss this with your IT advisers In normal situations you are unlike to require these As a precaution you are only permitted to delete another council or database not the one you are logged on to The difference between the options is Delete Council this removes the Council from the list of councils you can log on to but does not delete the actual database from SQL Server It is taking it out of the list on the Scribe accounts system only You can therefore create another Council to access the database at a later date or from Copyright Scribe 2000 Ltd Setup 77 elsewhere Delete Database this clears away both the Council and the Database selected This is a permanent deletion Your User Name and Password for this purpose are those used for database login aa etc not your day to day logon The details you enter are case sensitive If the entries do not match exactly you may find that although you intended to delete both database and council you have deleted the database but have not actually deleted the Council and so it still appears in the list If this happens delete the council again using the correct case If you are discarding a PC and wish to clean
234. processes you operate for the PC or the total networked resources Copyright Scribe 2000 Ltd 92 Scribe Accounts 2015 J Backup Database ll OG ke a vi Backup Database Server Name ANDREW PC SQLEXPRESS Database Name scribe User Name s eeccccccs Password Backup Filename Backup Destination Directory on Server JAScribeBackups ena Baup 1 Close The process copies everything in the Scribe database not just the current year s data so it doesn t matter which year you happen to be logged into when you perform the backup As this security process is working directly on SQL Server you must use state the server database and your logins which you used to create the council database Examples Server Name OfficeDell SQLEXPRESS Database Name scribe User Name sa Password KKKKKKKKK By default the server name database and users details will be already entered in the boxes for the current logged on connection so all you have to do is provide a destination However you can over type the details in order to select a different database if you wish you do not have to be logged in to the one you wish to backup You can select any of the databases if you have more than one and this can be the one you are logged on to or another one You can run the backup from any connected PC The destination location for the backup must be on a local drive on the server or server PC Enter a filen
235. r 127 Outside Scope of VAT 73 Outstanding Bills 178 Outstanding Orders and Invoices 127 Outstanding Orders and Invoices Report 148 P Paid in Advance 178 Parameters 156 Partial VAT 111 Password 12 46 Passwords 78 88 89 Paying Cash in to the Bank 133 Paying in Book 133 Payments 96 97 102 Payments above a Given Amount 148 Payments Budget 64 66 PDF Attachments 79 Percentage Recharge 124 Petty Cash 97 102 133 Port 50 55 225 Precept Codes for Annual Return 177 Prerequisites 55 Prerequisites for SQL Express 38 Print Margins 157 Print Order 148 Print Order or Invoice 127 Print Remittance Advice 130 Print Reports 157 Print Settings 157 160 162 Print the Budget 164 Problems Installing SQL Express 54 55 223 Product Licence 88 90 Profiled Budget 21 64 66 169 Program Features Added in each Release 32 Program Update 58 Purchase Order 96 127 Q Quarterly Flexed Budget 66 Quarterly Flexed Budget Report 169 Quarterly Payments 114 115 Quarterly VAT Return 166 R Reallocating Costs 21 117 124 Copyright Scribe 2000 Ltd 234 Scribe Accounts 2015 Receipt Number 97 Receipts 96 97 102 Receipts and Payments Account 175 Receipts and Payments Annual Return Example 202 Receipts Budget 64 66 Received in Advance 178 Recharges 21 117 122 124 Recoding a Transaction 108 Reconcile 21 135 138 142 Reconcile All Bank Accounts Reconciliation 135 Reconciliati
236. r 64 bit Windows you will need to run the file SetupSQL_x64 bat The bat files contain the required parameters for the Scribe application To have the initial default logons these must be used rather than running any download directly from Microsoft 2 Scribe Accounts 2015 Application To install the Scribe application run the ScribeSetup exe in the Scribe Application Setup folder Accept all the default settings Warning On Network installations be careful with firewalls or anti virus security applications which are designed to prevent intrusion and traffic between PCs on the network It is recommended that firewalls are turned off during installation and you may need to check your network settings to allow traffic for the Scribe application 3 Council Setup Create Council creates a connection from the application to the database and creates the tables in the database Council refers to each server database combination as there may be several for multiple organisations and locations We recommend the database name scribe but this is not essential Use SQL Server user sa Password Scribe123 both case sensitive to perform database operations unless you have a pre existing SQL Server available with alternative administrator logins Ensure users are aware of the database logins as they will require these for backups and similar procedures Use Scribe application default administrator user Admin password Admin
237. r No Invoice No Account No Description VAT Registration Number Save the entries when complete You can amend these at any time Copyright Scribe 2000 Ltd 162 Scribe Accounts 2015 It is your responsibility to ensure that you use the right terms in the correct places Do not for instance choose a Welsh word for Receipts and enter it against Payments or you will clearly lose the whole meaning of the report For this reason it may be prudent to print out a copy of the screen to prove to auditors that the report as printed does correspond to the meanings assigned by the accounts system You can always revert to the default English language version for audit purposes or if any questions arise The alternative language is not automatically deployed so you have control when you use it You may wish to use English for some of the time or for some of the recipients and then produce a second language printout for others To turn on the alternative language use the Print Settings and tick the Print in Alternative Language checkbox This will print the reports in the alternative language until such time as you untick the checkbox The terminology will remain in the Alternative Language list until you remove it Remember the name of the Council itself is set in the Council Name e utility g Print Settings Print Settings Inches Top 0 in E Override Top Setting Bottom 0 in E Override Bottom Setting Left 0 in E Ov
238. r latest version of the record Be careful if you amend anything to do with VAT if you have already completed a quarterly return Check the VAT lists to see if it has been included If so you should enter an adjustment entry by means of a Journal A rather than edit the original one Batch Edits You may find it easier to enter transaction prior to them being approved so that you can print a list of payments for approval If you find you need to change the transaction date or add a minute number after the meeting you can do this using a batch edit function This does not allow you to change values but you can amend some of the descriptive elements See Batch Edit m for more details Splitting the Record Sometimes you need to be more precise with the details than the entry you made initially This may be because an invoice on which you paid a cheque covers items which should be charged to several codes or because the VAT rates apply differently to different items See Split Record for further details Re coding the Record If you have wrongly coded a transaction you should enter a journal as this will correct the old entry and create a new one so that you have a full audit trail Similarly if you have used an incorrect VAT code you should use journals to correct this See VAT Code Corrections_ 113 Making Correcting Adjustments Sometimes you will find that you need to enter a correcting transaction record to
239. rack a spending decision back to its authorisation at a meeting o Order Invoice No is the Councils reference and will be pulled through if you have first created a Purchase Order or Sales Invoice and converted this into an actual payment or receipt You can also type one in directly here o Invoice Date refers to the date of the VAT invoice issued by your supplier It is required on some VAT refund claim forms such as VAT Form 126 Click on the calendar to select a date if required Note this is nothing to do with sales invoices which you have issued yourself A Bank account must be selected Every transaction must be allocated to a bank account or cash A VAT code must be selected for instance Standard Rate See VAT Rates zi for further details about setting the rates and where these may later be used Note that Bank and VAT selections will be persisted from one transaction entry to the next to save time as often these will not need changing for instance when typically using your current account and standard rated items Entering the Amounts Enter the Net amount excluding any VAT The VAT element will be calculated based on the rate you selected and displayed so that you can check it against the total on the suppliers invoice You may see a popup box asking if you wish to recalculate VAT Normally reply Yes Sometime you will need to enter a wholly VAT transaction such as a refund of VAT from H M Revenue and Customs See V
240. ransfers 133 Batch Edit 110 Brought Forward Bank Balances 68 Budget Control 148 164 Budget Management 164 Budget Reports 148 164 169 Budget to Date 169 Buttons 11 Buying a New PC 21 C Calendar Month Flexed Budget Report 169 Capital Repayments Codes for Annual Return 177 Capital Reserves 181 Carry Forward Bank VAT Balances Cash 97 102 Cash Balance 68 Cashbook Check 142 Cashed Date 21 104 138 142 Cashed Flag 97 Cashed Status on Report 148 Cashed Status on Search Results 104 Cashed Transactions 21 135 138 142 Change Password 89 Change Supplier Information 71 Changing Rate of VAT 73 Checklist 148 Cheque 97 102 Cheque List 148 Cheque Number 97 Close Accounts 187 83 194 Copyright Scribe 2000 Ltd Index 231 Closing Accounts 171 Code Balance 21 64 Code Budgets 21 64 66 Code One to Many 21 117 124 Code Reports 148 Code Summary on Screen 166 Code Transfer 21 117 122 124 Code Transfer Report 148 Code Transfers 96 Common Queries 21 Configuration Files 55 Connect to Existing Council Connecting to Existing Database Connection Errors 223 Contact Centre 9 Contents 9 88 Conversion to Produce an Income and Expenditure Account 171 178 Copy Annual Return Data to Next Year 187 Copy Balance Sheet Data to Next Year 187 Copy Budget to Next Year 83 194 Copy Cost Centres and Codes to Next Year 83 ty Details to New Year 83 194 Copy Suppliers and Description to Next Year 83 19
241. re that the estimates so that for example 5 cost centres each get a share let s say an equal 20 10000 each from a total 50 000 of the precept You may then have 5 receipts each for part of the precept and each of those transactions then goes directly to the right code To do this you would either enter new transaction records for each known share 10 000 each or you would enter one transaction 50 000 and split it into 5 later later Bear in mind that for staff costs which may involve several people several codes and several occasions this would be a much larger task then for the precept The second way is to have a single cost centre such as Administration which you use to record the receipt of the entire precept and use to record all staff payments At some point perhaps at the end of the year or perhaps twice yearly monthly is not recommended you then reallocate those amounts out to the various cost centres The benefit of this approach is that after you have reallocated the precept and central costs the result is the ability to report on the true cost of each service eg community centre cemetery etc in the light of all the costs and all the income This is the best approach if you wish to arrive at a known charge on the precept for each individual service when drawing up the budget The third way is to still use that central cost centre and codes but leave the central items there The result will be a total income
242. reflect the true cost of services so administrative or other central costs need to be allocated to their true location That way the costs of running services can be compared All end of year accounts will take account of such code transfers so that they represent the actual costs of the services This sort of recharging is optional some prefer to keep an Administrative cost centre or a Precept cost centre and show these with their original transaction values Others prefer to recharge all such items out to services leaving the temporary cost centres with zero residual amounts at the end of the year See One to Many 124 for further details 5 10 1 Journal to Correct VAT or Cost Code See Also FAQ Tutorial 2 relating to Journals and Code Transfers Copyright Scribe 2000 Ltd 120 Scribe Accounts 2015 This function exists to correct an error on the cost code or VAT on an existing transaction record The process will create one new record to negate the original one and another record to act as the replacement You will therefore end up with three records all of which will be cross referenced the first two will balance out and you will no longer be able to edit them in any way the third entry as the replacement is the same as any other first time entry so can be changed again later if necessary VAT Code Correction DER Limit Selection if required See ae Oat Omer Gre pe ad ical ee Search
243. reports Level 2 Data Entry Permitted everything except Setup and Year End Level 3 Administrator Full access to all functions The default user Admin is pre set to Administrator level Only the Administrator may create or delete other users and will set an initial password when creating a new user The user may subsequently set new passwords for themselves using the Utilities menu as it is good practice to change passwords regularly Warning Only you know the passwords so do not delete the Admin user or change the Admin password to Copyright Scribe 2000 Ltd Setup 79 something else unless you are sure you can remember it There is no way back if you forget a password unless you have taken a backup prior to changing it as the users are stored in the database along with everything else You are therefore recommended to keep the Admin user and password unchanged so that you can revert to that if you forget other usernames 3 11 Email Settings Email settings allow you to mail out invoices and orders direct from the Accounts The report produces a PDF version of the document stores it in the folder defined here and then sends an email to the email address held for the supplier or customer You can have separate folders and separate default messages for sales invoices and purchase orders You can add to the email message before sending Here you can define the settings including the em
244. ribe 2000 Ltd 18 Scribe Accounts 2015 1 How to Enter Data on any screen The Record Control Buttons Let s look at the principles behind the various buttons at the bottom of the form We ll use the Payment screen as an example although the first screen you will need to use will probably be one of the setup screens To see this click on Payments on the Transactions menu New wl Save Save amp Repeat Edit Previous Next Search Delete Close To make a new entry click on New When you have filled in all the details you must click on Save to save the record If you forget to do that the details will be thrown away and the next record will use the same ID again Click New again to enter another record Remember when you have finished with all your entries you must click Close to exit that screen You will be prompted if you try to use another form without closing this one And remember if you Close without clicking Save the details entered will be discarded If you wish to amend an existing entry you must first locate it using the Search function That process is covered in detail in the Search topic 104 You can also move one at a time between existing records using the Previous and Next buttons Once you have the selected record on screen you can click on the Edit button Until you click on Edit you will not be able to change the details or at least will not be able t
245. right Scribe 2000 Ltd Reports and Lists 167 o For VAT registered councils the VAT 100 form and the supporting Lists are normally used to obtain the VAT transaction data within a defined period o For unregistered users the Form 126 option is a list to support a refund claim covering a given period These are explained further below Summary The Summary Report provides a check on input and output VAT ie the VAT charged on receipts and the VAT paid on suppliers invoices and shows the amount of VAT charged and paid to date and the balance to be claimed The assumption of the report is a refund inward flow from HMRC Any balance brought forward has been taken into account and the carried forward balance is the amount of refund which you could claim as at the date of the report If you do claim it the VAT refund should be entered as a normal receipt transaction as wholly VAT when you receive it and that would then reduce the amount shown by this report in the future If the balance is negative this represents the amount the Council owes to HMRC because the amount of VAT charged on trading activities is greater than that the Council has paid out to suppliers Select Date allows a precise date for the VAT summary to be calculated as you may not be doing the return on the last day of the quarter VAT 100 Form VAT 100 produces the quarterly claim return required by HMRC from some Councils depending on th
246. rs 3 sets up your user logins passwords and the access levels you wish to allocate to them You can leave the default one untouched if you wish Financial Years creates a new year and defines the dates for it You will need to do this prior to every 1st April Email Settings si is where you can set up the email details if you wish to use thie in connection with orders and invoices Update Script si is used when the program has been amended and there is a need to change the database to make it correspond to the updated program A script will allow a change to be made without affecting your existing data Only use this in accordance with Update Instructions 3 1 Cost Centre Create here the top level structure of your accounts Cost Centres might include Administration and service areas such as Parks or Cemetery Ilka Centre Precept Cost Centre Community Centre Administration L Salaries Community Centre The cost centre names are used in several reports for comparison with budgets and for regular reporting so should be meaningful to members The structure should also reflect the requirements for reporting at the year end You must then add analysis codes within each cost centre See Cost Codes ei Click on New to add a cost centre or Edit to amend an existing one Click on Save to save each record before moving to the next You can Delete a cost centre entirely but only if there are no codes or values en
247. ry use Control Panel and Add Remove Programs and select the primary SQL Server program which will remove its supporting programs as it is uninstalled Remove any remaining files and folders under Program Files Microsoft SQL Server Eech If SQL Server 2008 is replaced with SQL Server 2012 the database will need to be backed up from the old version and restored into the newer version Once this has been done you may not find it possible to delete items from the council list as they were created on the older version To avoid this delete as much as is safely possible prior to uninstalling the original SQL Express If you need to logon without having the default server and database shown in the login window perhaps because they have been deleted using another PC clear all the configuration files as described above Then when you run the application you will get the Create Council dialogue as if you had just installed Copyright Scribe 2000 Ltd 78 Scribe Accounts 2015 3 10 Users bi Users Admin User Name Clerk Password 20029 Confirm Password sosse Click on the Setup menu and choose Users Simply add a new name and password and Save the record Next time you can log on with that user name Those Usernames and Passwords may be set different levels of access Select the Access Level from Level 1 Reports Only permitted to run
248. ry report New dual year Summary report to help with budget preparation Enhancements to functions related to cashed transactions to be more intuitive including display of cashed dates on Transactions Search grid and Bank Transfer screen and prevention of immediately flagging new entries as cashed Extra controls on dates to prevent anomalies at year end eg preventing journal date after 31 March or actions out of sequence eg a cashed date prior to voucher date New report on outstanding orders invoices ie those not yet converted to transactions including single customer supplier selection to provide equivalent of statement Annual Report amended to allow for selected codes being used for both receipts and payments so true net values appear in Annual Statement Improvements of calculations for all year end reports to incorporate code transfers eg Copyright Scribe 2000 Ltd 34 Scribe Accounts 2015 costs reallocated to services Extra option on detailed reports transactions lists and reconciliation lists for printing in date order or voucher order V1 0 7 1 No change to functions but compatibility with SQL Server Express 2012 supplied for Windows 8 installations V1 0 8 0 Additional navigation functions including browsing through search filter results Batch edit facility based on search filter eg to retrospectively add minu
249. s Each page will have the same margins Copyright Scribe 2000 Ltd 160 Scribe Accounts 2015 7 3 1 By increasing left and right margins you will simply cut off the report s right hand edge if these are too great They are therefore more appropriate for portrait than for landscape reports An error message will be shown if you enter unrealistic dimensions in the settings dialogue Print Council Name and Address on Invoices and Orders Tick this checkbox on if you wish a text name and address to be placed at the top of purchase order or sales invoice documents or on remittance advice notes instead of printing onto letterheaded stationery or using an embedded logo image The details will be those entered when you Set Council namel Enlarge Summary Reports A selection of reports have a two available layouts notably the Summary reports This option takes a report which is normally portrait and prints it in landscape so that the fonts can be enlarged Tick the Enlarge Summary Reports checkbox to use the enlarged options wherever they are available See Enlarged Fonts Alternative Language If you set up alternative terminology under the Language Settings e item on the toolbar tick the Print in Alternative Language checkbox to turn them on This means you can print in default English when you wish to and turn on the alternative language for printing on the occasions when you need to do this The alternativ
250. s which would help other users please contact us This document has been constructed automatically so there may be some format issues eg diagrams which do not quite fit the page in the same way they do in the online version Copyright Scribe 2000 Ltd Contents 1 Contents Setting Up Installation si Entering the Licence key af Updating the Program Scribe Accounts 2015 E Ra Tutorial SR R Version 2 0 1 1 For Training Videos please intro visit the Download Centre Navigation and Toolbar 1 Utilities e First Time User 15 Backing Upl 9 FAQ Tutorials 2 or straight to Copyright Scribe 2000 Ltd 10 Scribe Accounts 2015 1 1 Introduction This software is Scribe Accounts 2015 which is a Receipts and Payments or cashbook accounting system based on actual transactions This accounting method is appropriate for all councils which have a turnover of less than the defined cut off figure in England 6 5 million per year For those councils which need to or choose to produce an Income and Expenditure Account and Balance Sheet the process of producing these is included within the end of year procedures This does not mean that you are using Income and Expenditure or accrual accounting for the Council which would be based on invoiced tr
251. s 123 Ka Code Transfers 29 05 2010 Code Transfer Payment Receipt 29 05 2010 Code Transfer ee Bee 2010 Code Transfer 29 05 2010 Code Transfer Date 01 06 2010 fs 29 05 2010 Code Transfer Comments Code Transfer Amount 0 00 The transfer will not create new transactions as you are not making extra receipts or payments These transfers are not shown as journals because they do not relate to existing transaction records Instead what will be created are code transfer records which you can list out later Each transfer must be identified as a transfer of a payment amount or a receipt amount These transfers will be applied to the codes when you view them or report on them so that the reports give a truer indication of the actual business of that service Lists will include items showing transfer from Code X to Code Y You can produce a list of the code transfers and can also view the overall position including code transfers as part of the Detailed Cost Centre report See Reports Lists 15A Note A payment transfer will reduce the payments shown against the source from code and increase the payments of the destination to code Similarly a receipt transfer will reduce the receipts shown against the source from code and increase the receipts of the destination to code The transfer does not create a payment on one code and a receipt on the other as this would affect t
252. s debtors and creditors in order to convert to an Income and Expenditure account The process adds extra records to give a more accurate account of the overall financial position See Adjustments 178 for further details Copyright Scribe 2000 Ltd Year End 173 Reserves You may have specific reserve funds which you should show separately in the balance sheet This allows you to record transfers from the General Fund to the other reserve funds See Reserves 8 for further details Assets and Liabilities You may need to add into the balance sheet any short term assets and liabilities not short term investments See Assets and Liabilities 18 for further details Asset Register Using this tool you can create and maintain a register of all your long term investments and fixed assets See Asset register 18 for further details Note you can enter this data into these three options at any time for instance at the time you decide to move funds into an Earmarked Reserve but you should always recheck the position as at 31 March Calculate sil Calculate Calculations After completing all the necessary entries you can now calculate the adjusted financial position Click on the Calculate button on the Year End toolbar This will carry out the calculations and file the results internally Calculate Year End alues Year end Calculations Click on Start button to proceed If your acco
253. s entered under Restate Last Year including the adjustments and in the right hand column we see the current year position including the reversal out of the previous year adjustments In the working document the current year activity is in Column C and the reversal out of previous year is in Column B There are no values shown in the left hand side Last Year I amp E column as we were not using the accounts for that year Copyright Scribe 2000 Ltd Year End 217 Scribe Town Council Year End Working Document Year ending 31 03 2015 A B C A B C Last Year Last Years This Years Inc Exp Income Receipts Adjustments Income 5 000 00 Precept 0 00 0 00 0 00 0 00 315 Community Cente 0 00 300 00 0 00 300 00 500 00 Restated 0 00 0 00 0 00 0 00 0 00 300 00 0 00 300 00 Last Year Last Years This Years Inc Exp Expense Payments Adjustments Expense 130 00 Administration 0 00 100 00 0 00 100 00 80 00 Community Cente 0 00 0 00 0 00 0 00 500 00 Open Spaces 0 00 500 00 0 00 500 00 600 00 Provision for Doubtful Debts 0 00 600 00 0 00 600 00 1 000 00 Restated 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 We have now moved on to the subsequent financial year but no new transactions have been entered so we can look at the reports as a trial balance before they get covered up with new activity What was shown in Column C has now moved to Column B and is being reversed out The income and expenditure column from last year now appears on
254. s is a database server solution your access rights go with you not with the PC so users can log on at any connected PC and use their normal Scribe security levels Conversely different people can log on with their own usernames at the same PC and have the access rights you have allocated to them For more details about network use click herel 4 Q To Exit the Scribe accounts go to and select Exit Unable to Logon from a Connected Network PC e f you see an error message about being unable to connect the database PC or server is probably not switched on e f you have a database on your own PC but it is attempting to connect to another database this will be because that is the last database you were using Just wait and the normal logon will appear after a few moments e Ifthe original database has been removed from the server you can create a new connection from the remote PC by accessing Create Council direct from the login dialogue Database Connection In certain circumstances you will see a Council Setup screen which will be similar to this Copyright Scribe 2000 Ltd 48 Scribe Accounts 2015 2 4 CreateCouncil Gei Council Setup EVE 8FE880B63D SQLEXPRESS scribi Create New Council O Connect To Existing Council Delete Council Delete Database Server Name Database Name User Name Password Display Name This screen which needs details
255. s of your data and recreate them in the tables for the new year The records are copied and allocated a new Financial Year ID You do not have to identify the previous year this will be done automatically Copyright Scribe 2000 Ltd 84 Scribe Accounts 2015 e Copy from Previous Year Please select the master records to copy C Suppliers C Descriptions C VAT Rates C Bank Accounts oO Cost Centres C Cost Codes C Include Budget figures also Flexed values You can select any or all of the master groups to copy across Typically you will be doing this well in advance of the start of the year say in January when your budget has been agreed Note that ticking Bank Accounts here does not copy any financial data just the details of the bank accounts When copying Cost Codes you can choose to retain the same Budget receipts and payments figures against the codes or whether you would prefer to start from scratch Once copied you can edit any as required This will give you an opportunity to amend the cost centres and codes to be exactly as you need them for the new year Changing names or adding new ones will not affect how your end of year accounts operate Remember you can edit or delete any of these items before you start allocating them to transactions Because the records are associated with each year you can delete codes or suppliers for example which you know you will no longer require
256. s required by the report These are e Precept e Staff costs e Capital Repayments Any other codes will be incorporated into the other codes totals Click on the red Select Precept Staff amp Capital Repay Codes button to display the code selection list Each code can be identified as belonging to one or none of the three categories To select a Code highlight it and then click on the checkbox Adminstration Audit Fees The selections will be preserved so when you come back to run the report again for instance after you have made some corrections you will not have to start from scratch although you can of course change Copyright Scribe 2000 Ltd 178 Scribe Accounts 2015 8 3 the selection if you need to The selection will also be preserved for next year When finished you can produce the Annual Statement document by clicking on the View Report button Note If you can t understand a figure in the Annual Return remember that 1 The value will be derived from both transactionsand code transfers you can produce a code transfer report to identify them 2 For a code selected in one of the three specified columns it will also be taking the net values from those selected codes eg plus receipts minus payments to allow for minor cost offsets eg salary deductions etc you can produce detailed cost centre reports to identify this 3 For the Income and Expenditure version it will also take into acco
257. s to replace the model database s files with the original ones installed by SQL To do this go to the Binn directory of your MS SQL SERVER eg C Program Files Microsoft SQL Server MSSQL10 SQLEXPRESS MSSQL Binn In Binn directory go to the Templates folder You will find the model master and msdbdata database mdf and laf files which were installed with the MS SQL SERVER Replace the corrupted model database files in the Data folder Copyright Scribe 2000 Ltd 58 Scribe Accounts 2015 2 8 with these ones and restart the SQL instance Resetting the Database Connection If you need to rebuild the connection between the Scribe application and the SQL Server delete all the config files which tell the application what the previous logins and connections were See Technical Reference sheet for locations Removing the config files forces the application to popup the Create Council screen as if you were a new user Try to connect to the existing known database name by selecting Connect to existing Council You can look for the physical databases to make sure you quote the correct database name The physical location of the application databases is within the Microsoft Program area eg C Program Files Microsoft SQL Server MSSQL10 SQLEXPRESS MSSQL DATA If connecting to existing does not work try to create a new empty database by selecting Create New Council You can then restore the data from a backup file Updat
258. s will create a Scribe database in SQL Server and create the necessary tables in that database to hold the data This form will ask for some database connection information e Server Name The database server host machine will normally be the SQL Express installation done by the SQL Express setup above You can also connect to an SQL Express instance installed on any other machine on the network In the simple case of running the application on the PC where you have just installed SQL Express the Server name will use the PC name as used by Windows followed by the database server You will need to add SQLEXPRESS eg If the computer name you wrote down is OfficeDell the Server Name to type in will be OfficeDell SQLEXPRESS e Database Name This is the name of the database itself Type in scribe You will see in the bottom box the Display Name showing the full name of the database In our example this will be OfficeDel SQLEXPRESS scribe Note if you are supporting more than one council you can use the name of the council as a database name instead of scribe Do not include any spaces in the name e User Name For a new database type in sa which is a standard system admin user in SQL Server This system admin login is needed to be able to create a database within SQL Server e Password For a new database we have included a standard password which you will have received in the instructions Copyright Scribe 2000 Ltd
259. s you entered them If you wish to use these instead of headed paper or logos you can turn those on or off under Print Settings See Printing Reportsl ef and Set Council name Emailing the Order Once saved you can choose to send the order via email This will be directed to the email address stored against the supplier The process works by creating the document in PDF format and saving it in the folder specified under Email Settings Si This gives you the opportunity to view the PDF file if you wish It also allows you to automatically save a copy in that folder as the normal process of converting to an actual transaction will remove the order or invoice details You can then add any extra text to the message and send the email with the PDF document as an attachment Converting to a Transaction When the goods and supplier invoice have arrived and you are ready to make the payment you will wish to record a normal payment transaction Use the Search function on the saved orders to find an existing order record Having selected the existing order click on Edit to take control of the data Then tick the Send to Payment and Delete Order box and click Save to action this The order will be removed from the system and a new payment transaction will have been created If you wish to fill in any missing details you can do this on the order before you send it or on the new payment record Note that the itemised details of the order wi
260. seneseeseeseeneesseeesesseeseeneesseeeseeseeeseneeeeees 90 4 Backup and Reetorg wevccnsciccicecceticenctceceteentie cence ceccueenctbwected ceccutenstt vented ceccurenstdvenncieeccutensti 91 Part V Transactions 96 1 Making a Payment or ReCeipt cesscceseeceeseeeeeeeeeeseeeeeseeeeneenesseeeenseneeneenenseneeneeneeneeees 97 CR vlt EE 102 SB SOAR E 104 4 Editing an Existing RECOmrd cscccesesseeeceseeeseneesseneeeeeneeeeneesseneeneeneeneneesseneeneeneeneneess 108 Batol Eder 110 6 Splitting an Existing RECOM ccesecseeeesseeeeseneesseneeneeneseeneesseneeneenesseneesseneeneeneenenees 111 7 Regular Payments Or RECeiIptS ecseeceseeecseeeeeseneeeeeneeeeneesseneeeeeneeneneesseneeneeneeneneess 114 8 Applying Regular Charges csssccscccseeeseeeessseesseneseeeeeeeeneesseneenseneseeneesseneeneeneeneneess 115 e VAT TONo srs cies recta Sacks EEEE E E AEA A 116 10 Journals and Code Transfers 2 ccccsceeeceeseeeeeeeeeeeeeseeseneeeeeeeseeeseeseneeeeseeseeeeeeeneeneeeees 117 Journal to Correct VAT or Cost Code oc ccccscesessesesseessesseesesseeseesoesoesessesseeseusaesseveeesnesnesaesaeseesneasoesaneanees 119 Code TranSter ss E E deed deeg ege 122 Code One NO L 124 11 Orders and Bi te TEE 127 12 Remittance Advice sugue Sek 130 Part VI Bank 133 1 Transfers between accounts 2 ce cccceeeeeeceeseneeeeeeeneeecensneeeeeesnaneceeseeeeeeseneeeeeeneeaees 133 2 Bank reCOnciliation aia
261. sh That cheque is NOT a payment as the money still belongs to the Council You will need to record transactions when you make the actual payments What details should be recorded A voucher number will be generated automatically This ensures there is no gap in the sequence of numbers The date is essential and this should be recorded on the basis described above Copyright Scribe 2000 Ltd 104 Scribe Accounts 2015 5 3 Enter all the other details of the transaction Some details are required fields some are optional but will provide better information later These include e Cheque number this is needed to cross reference the accounts to the chequebook and also to produce a list of cheques for approval On receipts this will be a receipt number if issued You can also use this to record the paying in book number to help when it comes to reconciling the bank statement e Minute reference this cross references the minute which authorised the expenditure Order Invoice No this assists when making payments Remember this is normally the Councils reference not the Supplier s reference but you can use it for either Other details may be recorded if you use the purchase order including the Council s order no automatically generated and the Supplier reference number either the reference number of the supplier in the accounts or the account number which the Council has with the supplier VAT Remember tha
262. ss will also copy details ready for the next year end so you must close the accounts at some point See further details of how to Close Accounts 18A Restating the Accounts If you have discovered an error after completion of the previous year Audit you should not amend that year s accounts unless expressly required to do so by the external auditor You are not allowed to amend data in the system once the accounts have been closed Instead amend the Previous Year Balance Sheet figures as brought forward into the new year and show them to be Restated Provide a clear explanation to the auditor for the differences See further details about Restating Accounts 8 R amp P Year End If you are under the threshold for needing to produce an Income and Expenditure account you can elect to complete your Annual Return on a Receipts and Payments basis This creates accounts based entirely on the transactions as recorded for actual business within the financial year without any adjustments ep Scribe Accounts 2015 j K oan Bank Reports Setup Year End Help gt E a SS WW ooh d E IZZ amp AH D A A b H L HE om Rec amp Pay Annual Ailjustments Reserves Assets Asset Calculate Adjustments Working Incand Exp Fixed Assets amp Long Balance Annual Close Account Return RP Liabilities Register Document Account Term Investments Sheet Return IE Accounts Receipts amp Payments Group Data entry Calculations Co
263. standing ie which have not yet been converted into transactions You can choose which order to print them in and can limit the list to a range of numbers If you select an individual customer or supplier the list is the equivalent of a statement of unpaid invoices etc and can be used as a reminder to the person concerned Make sure that all actual transactions have been recorded before you use this list as evidence of the position with a customer however Note that all unused orders and invoices will be shown so this will include any left over from the previous year H any are no longer required it is recommended that you delete the original order or invoice so that itno longer appears on this list or on the search results Bank Copyright Scribe 2000 Ltd Reports and Lists 155 Summary report Detailed list of all Transfers Detailed list for one particular bank Bank Transfers gives a choice of three reports e asummary of the total of each type of transfer eg total cash paid into the first account or transferred between two accounts The transfers list is a useful tool for the auditor to trace movements of money e a detailed list of all transfers between bank and cash ie cash paid into the bank and cheques drawn for cash and transfers between different bank accounts so that you can check your bank statements e a detailed list relevant to a specified bank account Select Cash Bank account Cas
264. such as salary or an income code such as fees or sales If you click the down arrow you will be presented with the full list of codes Select the one you need Stage 2 Choose how much to recharge This could be 100 for instance the Clerk s salary to be charged out completely Alternatively it might be for a smaller proportion As an example you might have Parks staff wages paid out of the Parks code but you want to recharge 10 of that to a specific code like Best Kept Village or Britain in Bloom If you don t know the percentage you can instead choose a specific amount For instance out of salary if you know you want to charge a figure of 500 to another service then you can just enter the 500 Payment Date From Code Comments Amount or value OReceipt 01 06 2010 fis Precept grant v Code Transfer 25 00 OR b375 Total Balance 13500 00 Copyright Scribe 2000 Ltd 126 Scribe Accounts 2015 To help determine what to recharge you could look at the Review Code report on screen This will explain the balance currently available Note that the recharge can only be carried out using the available balance shown in red on the transfer screen ie based on actual receipts and payments and taking account of any balances allocated out to the code You cannot transfer predicted budgeted balances This is perhaps easiest to understand if you co
265. t IMPORTANT Bank Reconciliation Before you embark on any Year End accounts make sure that you have reconciled all your bank accounts and confirmed your VAT position for 31 March Timing is not critical but you may find it helpful to complete the bank account reconciliation for 31 March before you enter any new transactions in the following year so that there is no confusion Similarly it is good practice not to perform any bank reconciliation in April ticking off old year cheques cleared after 1 April unless you have completed and printed the year end reconciliation reports For the simplest approach try to do the reconciliation of all the individual accounts as soon as possible after 1 April You can usually obtain a print out on that date from the bank but you can wait for the normal statement if you wish Make sure you select 31 March as the cashed date and only tick off the items from the statement which were presented on or before 31 Match This will later on allow you or your auditor to backtrack the All Banks Reconciliation w to 31 March even if done several weeks later and achieve an accurate end of year reconciliation Once you have completed your 31 March checks you will be confident of your year end bank balances which you can then transfer to the new year and then you can continue with reconciliation when you log in to the next year See Start of Year S See Also FAQ Tutorial 2 relating to common Year En
266. t and Cost Codes which deal with the individual functions and costs eg Grasscutting Sometimes the Cost Centres may be set up to relate to Committees They will depend on exactly what services your particular council provides Cost Codes can be as detailed as you wish and generally will be the level at which you have produced your budget of estimated spending Remember that any Cost Centre and any Cost Code can have both receipts and payments set against them You do not have to have separate codes for income and for expenditure in the same function Often they will be just on one side of the accounts eg salary but occasionally they could have both eg Copyright Scribe 2000 Ltd 20 Scribe Accounts 2015 printing and copying It is good practice to work out the structure of cost centres and codes on paper before you start and this will normally match the way your budget was put together Some people including some auditors prefer to have an income cost centre which is separate from a number of expenditure cost centres It is true this may be simpler to understand However it does not then show the true cost of any service which receives income eg village halls allotments or cemeteries If you provide such services you will only see the net effect if you have both receipts and payments in the same cost centre So this all depends on how you construct your budget if you formulate the precept figure by adding up all costs and
267. t VAT does not form part of the actual receipts or payments of the Council but does need to be accounted for In the accounts VAT is processed automatically so you do not have to set up a code for it You will always be working with Net figures when it comes to comparing with your budget estimates Search To locate an existing transaction click on the Search button on the Payment or Receipt screen You may also find this useful if you want to create a list to view but don t need a printed report The entire list of transactions in the table will be displayed initially Copyright Scribe 2000 Ltd Transactions 105 01 09 2013 Software licence Scribe 2000 Supplies 01 09 2013 Salary payment Clerk Salary 01 09 2013 Buildings Insurance Co operative Insurance Co Insurance 01 09 2013 Salary payment Clerk Salary 01 09 2013 Salary payment Cleaner Cleaners 01 09 2013 Grant Voluntary Support Group Community Volunteers You have several ways of arranging the data or searching it Using the Search box Click on the Search Field and select from the list the field you would like to search on This might be the name of a supplier a particular VAT rate or an actual value which you know you used for the transaction you are looking for Copyright Scribe 2000 Ltd 106 Scribe Accounts 2015 VoucherID VoucherDate Description Scribe 2000 Supplies pp Clerk Salary nce Co operative Insurance Co
268. t be able to edit them again You can look these up in a special report called Checklist if you need to track down any journals You can also see the JE column when you do a Search from the main screens Note that the latest date which will be applied to a journal entry is 31 March This is true even if you are entering journals as part of the year end and you may be doing this in say April or May The automatic date used for the JE entries will then be 31 March so that they do not interfere with the year end calculations This is particularly important for VAT changes and you must ensure that all journals or other changes to VAT at the year end are done before you make the relevant VAT return for the period ending 31 March Note that you can amend the VAT calculation function so as to start with the Total value first if you prefer See details under Transactions gor VAT Rates 7 5 10 2 Code Transfers See Also FAQ Tutorial 2 relating to Journals and Code Transfers Specify the two codes in question and the amount to be transferred In order to make it easier when looking these up later add a unique description in the Comments box Click on Save to finish The result will appear in the list in the left hand pane and will be available in certain reports The list will be shown in date order and you can add descriptive comments to suit your own requirements Copyright Scribe 2000 Ltd Transaction
269. t the budget Setting up the Flexed Budget The flexed or profiled budget allows you to specify the type of a spending pattern each budget code is likely to take For example you can distinguish between a budget which you know will be paid in its entirety on one occasion such as an insurance premium to another where payments may be made monthly such as salaries perhaps You must first decide the profile for each code It is best to have completed this on paper before setting out to input the details although you can always change the profile for any code at any time Click on the buttons in the lower part of the Cost Code screen to set the profile for the code in question By default the budget will be shown as Spread evenly over 12 months If the budget when divided equally is not a whole number the difference will be accommodated in the final March figure Copyright Scribe 2000 Ltd Setup 67 Cost Code ID Cost Code Receipt Budget 0 00 v Receipts Flexed Budget A Payments Flexed Budget April May June July Aug 208 33 208 33 Insurance 208 33 208 33 208 33 208 33 Nov Dec Jan Mar 208 33 208 33 208 33 208 33 208 33 208 37 Opening Bal 0 00 Payment Budget 2500 00 5pread evenly over 12 months Geen ste nena Manually on a month by month basis Alternatively you can choose Quarterly arising in a
270. taining data Physically delete the configuration files listed above The Scribe application itself can be uninstalled using Control Panel Updating the Application To install a newer version of the Scribe application you can simply run the ScribeSetup exe usually from a download This will uninstall and reinstall the later version Also run Update Script from the Setup toolbar immediately after logging on which synchronises any new procedures with the database Any install uninstall of the Scribe application has no effect on the existence of SQL Express or its data If the Scribe application is permanently uninstalled without deleting the Councils the existing databases will continue to be available directly from Microsoft SQL Server Databases The physical location of the application databases is within the Microsoft Program area eg C Program Files Microsoft SQL Server MSSQL10 SQLEXPRESS MSSQL DATA You will never need to know or use this filepath in normal operation However it may on occasions be useful to view what databases exist or to find backups which have been incorrectly named You will normally find a pair of similarly named files for each database in addition to a number of standard Microsoft files Troubleshooting Check the Troubleshooting Installation FAQI 5 for common errors See Also Advanced Technical FAQ S Copyright Scribe 2000 Ltd Help and Support 229 Copyright Scribe 2000 Ltd
271. te numbers or correct a batch of entries with wrong detail Extra report options relating to minimum values and supplier lists V1 0 8 1 Extra report options relating to order in numeric or alphabetical cost centre or code sequences V1 0 8 2 Cheque grouping option on bank reconciliation and revised summary report variances V1 0 8 3 Process to cover users who did not update an earlier version when expected V1 0 9 0 Extra reporting of cashed dates in Accounts Any Bank report Prevention of duplication in Copying from year to year Option to hide next year items when reconciling bank account at year end and refined default cashed date around year end Invoices and Orders can include Council name and address as text header V2 0 1 0 Large format printing for visually impaired portrait summary reports printed in large fonts in landscape configured in Print Settings Second language alternative report headers text added by users to suit local language preferences configured in Print Settings Asset register introduced as a simple table with total being passed to Annual Return Email options to enable Purchase orders and Sales invoices to be converted to PDF and sent to supplier email addresses V2 0 1 1 Minor fixes Copyright Scribe 2000 Ltd 36 Scribe Accounts 2015 2 2 1 Installation There are three stages in the installation and setup process Please follow the installation sequence as shown in the onl
272. te which have been shown on the statement from the bank on or before a specified date You must therefore first select the individual bank account to compare and a comparison date For the next steps in more details see Bank reconciliation process 138 Note that Reconcile starts with the Accounts data takes your information about what items have been cashed or remain uncashed and presents you with what the bank statement balances should be The Reconcile All Accounts option is a completely different process and operates in the reverse direction It starts with bank statement balances which you enter for all your accounts and then compares these with the accounts taking into account what has been cashed by the date you select for Copyright Scribe 2000 Ltd 136 Scribe Accounts 2015 the check This means if you have entered cashed dates correctly you can do this audit check retrospectively This is a reporting tool and does not directly affect the data in the accounts and you must use Reconcile for that You should have a regular routine which uses the Reconcile process to check the bank statement from each account when you receive it The purpose is to make sure you have all items recorded particularly ones which went direct to the bank and that your records of what has been presented is up to date Tip To make reconciliation easier make sure that you have completed all the details of the payments including
273. tem type Pen and Touch ER Windows Experience Index AMD A6 5400K APU with Radeon tm HD Graphics 3 60 GHz J 6 00 GB 5 90 GB usable 64 bit Operating System x64 based processor No Pen or Touch Input is available for this S PPO t Information Display Computer name domain and workgroup settings Computer name Full computer name Computer description Workgroup Windows activation Pav8 change settings Pav8 Pav8 SCRIBE Windows is activated View details in Windows Activation MED Comments a F ert Lee VJ Ques CPU MN 6 lata EI ra Leg A Ot eege pater Copyright Scribe 2000 Ltd 40 Scribe Accounts 2015 View basic information about your computer N S SYSTEM Find a setting Windows edition Display Windows 10 Home C 1 j 2015 Microsoft Corporation All rights Wi nN d OWS 1 0 Notifications amp actions reserved i j a Presario CQ61 Notebook PC Apps amp features COMPAQ N System Manufacturer Hewlett Packard GE penne WS Model Presario CQ61 Notebook PC Tiket mode Rename PC Processor AMD Turion tm II Dual Core Mobile M500 2 20 GHz Installed memory RAM 3 00 GB 2 75 GB usable Battery saver Organization WORKGROUP System type 64 bit Operating System x64 based processor comer Edition Windows 10 Home Pen and Touch No Pen or Touch Input is available for this Display Q P ower amp seep Product ID 00326 10000 00000 AA355 Computer name domain a
274. tems as creditors debtors at the year end The end of year process including Closing the Accounts will not prevent you seeing uncashed cheques on the reconciliation list regardless of which year they were originally created in See Also Reconciling all accounts as an audit check 142 Copyright Scribe 2000 Ltd 142 Scribe Accounts 2015 6 4 Reconciling across the year end Bank Cashed Date sl 01 09 2014 fis E Hide Next Year Records Proceed When you have created the next financial year and have already entered some transactions for instance in April but are still working to finalise the old year when using Reconcile in the old year you will see a new check box appear so you can Hide Next Year Records This is a feature by which you can remove any transactions from the reconcile list on screen and also from the resultant reports You may find this easier when working out the position for 31 March It is entirely optional and if left unchecked you will see all the outstanding transactions regardless of their year This will also be the case if you are working in the new year and looking backwards when it is essential that you see all transactions This is so you can be working in the new year and reconcile against new bank statements regardless of when the transaction originated Reconciliation All Accounts GH Reconcile All Banks This reconciliation che
275. ter transactions prior to a meeting in order to obtain approval of members to a list of cheques for example you can enter them into the accounts early You should enter the date for the transaction as the date you intend to send out the cheques You must be careful that any payments not authorised are removed or amended and that any changes from your drafts are recorded Be particularly careful if you are close to the end of the financial year as the transactions must be recorded in the year they are made ie the year they are sent out not the year they are authorised Cash means notes and coins including petty cash Cash is assumed to have NOT been paid into the bank For cash the date should be the date the money changes hands Small routine transactions could be aggregated and entered as a weekly total provided only cash is involved and provided you have adequate supporting documentation receipt books etc Note that Cash in hand in an accountancy sense might include cheques received but not banked we do not mean that here Cash in hand is also used at the end of year to include Bank balances For day to day purposes treat cash in the normal sense of notes and coins Transfers mean the movement of money between the Council s accounts This can be between bank accounts or between bank and cash So when you pay cash into the bank this counts as a transfer and similarly when you use a cheque to draw out some petty ca
276. tered against it Copyright Scribe 2000 Ltd 64 Scribe Accounts 2015 3 2 If you try to add any record twice the copy process will only create new records where they do not currently exist i e creating duplicates is not permitted as this would interfere with the accounting Codes and Budget This screen controls the detailed structure of your accounts beneath the cost centres for your main services Bear in mind that the structure created here will be the structure on which reports will be produced later Z Cost Codes Cost Centre Administration E Salary Office equipment Supplies Cost Code ID 8 Cost Code Opening Bal o Receipt Budget H Payment Budget 0 v Receipts Flexed Budget v Payments Flexed Budget Click on New to add a code or Edit to amend an existing one Click on Save to save each record before moving to the next Inthe Cost Code box type in the description of the code as you wish to see it in reports Code IDs will be created automatically These can be used for selection but do not generally appear on reports If you wish code IDs to follow a logical sequence it is recommended that you plan out your entire structure first then enter all the cost centres and codes in the correct sequence Once a code ID has been used you can edit the details but you cannot edit the code number The cost centres and codes will usually be copied across to the subseque
277. the Order The View Order function which you will use to view and then print out the order only operates on saved orders so you must use Save first Then Click on View Order The order will contain all the above details together with some details taken from the supplier record Remember that for the order to have the suppliers address details these must have previously been completed in the Supplier record using Setup Adding your Council logo letterhead or address details You may choose to print the order onto pre printed stationery You can adjust the Print Settings to change the margins See Printing Reports 15 However if you wish to have your logo or address details added automatically an image box is included at the top of the order By default this is blank but uses a file called Letterhead jpg which is stored alongside the application configuration file in a location in Windows 7 or Windows 8 typically C Program Data Scribe_2000_Ltd Copyright Scribe 2000 Ltd 130 Scribe Accounts 2015 5 12 Create a suitable image and replace that file with your own image making sure it is still named Letterhead jpg You may need one or two attempts as the image has a fixed dimension and will stretch your image to fit Alternatively if you have entered address details under the Council Name utility these can appear as text on purchase orders and invoices at the top of the page and in the layout a
278. the ScribeSetup exe usually from a download This will uninstall and reinstall the later version Also run Update Script from the Setup toolbar immediately after logging on which synchronises any new procedures with the database Any install uninstall of the Scribe application has no effect on the existence of SQL Express or its data If the Scribe application is permanently uninstalled without deleting the Councils the existing databases will continue to be available directly from Microsoft SQL Server Databases The physical location of the application databases is within the Microsoft Program area eg C Program Files Microsoft SQL Server MSSQL10 SQLEXPRESS MSSQL DATA You will never need to know or use this filepath in normal operation However it may on occasions be useful to view what databases exist or to find backups which have been incorrectly named You will normally find a pair of similarly named files for each database in addition to anumber of standard Microsoft files Troubleshooting Check the Troubleshooting Installation FAQI 5 for common errors See Also Advanced Technical FAQ Copyright Scribe 2000 Ltd 54 Scribe Accounts 2015 2 6 Troubleshooting Installation FAQ See Also Advanced Technical FAQ Technical Referencel 50 SQL Express installation does not work or does not seem to complete properly Are you logged on the PC as a Computer Administrator Check in Control Panel User Accounts
279. the Working Document and I amp E Account and the Annual Return data into the next financial year This will be into the year which is now current as you will be closing the accounts well after 1 April and stores the closed accounts data as last year s accounts in the current year Make sure you check all the actions you wish to perform Generally you should tick all the required boxes at one time Only select the relevant boxes this means that as well as the top Close accounts box you will also check either the next two boxes OR the RP box You will not be permitted to check both Annual Return boxes Click on Copy Data and Save to carry out the required actions Note the Close button has its usual meaning of Close the form not Close the accounts You can copy the data after you have closed the accounts but you cannot copy the data until you have closed the accounts If you should duplicate the copy process this will not affect any data already entered in the next current year but it will replace any data you have expressly entered in that year using the Restate Last Year process which you would then have to repeat So the advice is to follow these 3 rules 1 Do not Close the Accounts until you are ready 2 Close and Copy everything at once 3 Do not go back to that again If you discover an error after the accounts have been closed you should adjust the brought forward last year s data in the new year acco
280. the left hand side As yet there are no new adjustments for the new year in Column C or in the Balance Sheet which merely carries over the balances bank VAT and funds However the reversal out of last year column B is taken into account as a starting point in the creation of the I amp E account for the new year A B C and as shown below in the I amp E report below Copyright Scribe 2000 Ltd 218 Scribe Accounts 2015 Scribe Town Council Income amp Expenditure Account 01 04 2014 to 31 03 2015 Last Year Ended Current Year Ended 31 Mar 2014 31 Mar 2015 Income 5 000 00 Precept 0 00 315 00 Community Centre 300 00 500 00 Restated 0 00 4 815 00 300 00 Expense 130 00 Administration 100 00 80 00 Community Centre 0 00 500 00 Open Spaces 500 00 600 00 Provision for Doubtful Debts 600 00 1 000 00 Restated 0 00 690 00 0 00 General Fund 1 000 00 Balance at 01 Apr 2014 2 505 00 4 815 00 ADD Total Income 300 00 5 815 00 2 205 00 690 00 DEDUCT Total Expenditure 0 00 6 505 00 2 205 00 4 000 00 Transfer to from Reserves 0 00 2 505 00 Balance at 31 Mar 2015 2 205 00 Restated Last Year Data and Changes to Cost Centres Note that if in the future you change the values for last year by entering Restated values all the reports will show single lines called Restated instead of values for each cost centre as the restated figures are not recorded at cost centre level Note that if Cost Centres
281. the machine as used in Windows followed by SQLEXPRESS as before If you have newly installed the Scribe application on this second PC use the database login User Name and Password as before as you will be using the SQL Express on the local machine but pointing it to a remote database This arrangement is completely flexible All you have to remember is to use Create Council to create a database and Connect to Existing Council if you wish to connect to it from another PC If you use Connect to Existing Council immediately after installation for instance on a second PC you must point to an existing Council database already setup on another machine on the network If you are using Connect to Existing Council from the Setup menu you will already have logged in to one database and will be setting up access to a second one You can also connect remotely eg from a Home PC to an Office server on a wide network You will need to ensure all firewalls are set correctly and should consult your IT advisers Copyright Scribe 2000 Ltd 50 Scribe Accounts 2015 2 5 Operating Systems Note that you can use Windows 7 8 or 10 in 32 bit or 64 bit forms for the server and connected PCs in any combination Notes for IT support If any network issues occur check SQL Server Configuration Manager In SQL Server Services SQL Server SQL Express and SQL Server Browser should be enabled and running In SQL
282. tial entries relate to items which you enter specifically for the Balance Sheet These are the Assets and Liabilities entered under the Year End toolbar If we enter a value under each item the balance sheet is affected as shown here Copyright Scribe 2000 Ltd 210 Scribe Accounts 2015 Scribe Town Council BALANCE SHEET 31 03 2014 Current Year Ended 31 Mar 2014 Assets CURRENT ASSETS Stocks and stores 500 00 Work in Progress 3000 00 eo Work in progress gt 3 000 00 Debtors Net of provision for doubtful debts 200 00 Temporary Lendings 4000 00 Payments in advance 300 00 e 226 00 Temporary lendings investments 4 000 00 f I ii If you have any doubts leave all at 0 Cash in hand 5979 00 TOTAL ASSETS 13 805 00 MEER CURRENT LIABILITIES Creditors 300 00 Temporary Borrowing Temporary_borrowing 5 000 00 NET ASSETS 8 505 00 Represented by General fund Balance 6 505 00 Reserves Capital 0 00 Adjustments 2000 00 i 505 00 The Assets and Liabilities entered are placed directly into the balance sheet The net assets Assets minus Liabilities are added to the Fund balances as part of the total balance and shown as an Adjustments line Reserves The final set of amendments relate to the setting aside of part of the overall balance for specific projects These will be entered as transfers from the General Fund to either Capital Funds or Earmarked Reserves and do n
283. ties which are not covered in the Asset Register and do not form part of the Investments covered by your bank account records Definitions Investments Short term investments are included in Box 8 on the Annual Return These include bank deposit accounts and other short term savings accounts These should all be allocated a bank account and the balances will be included in the Cash in Hand figure on the balance sheet You will need to enter a Transfer between bank accounts to reflect movement of monies into or out of these investment accounts Copyright Scribe 2000 Ltd 184 Scribe Accounts 2015 Long Term investments include such things as Government securities where their acquisition may appear as a payment rather than as an investment hence the need to show it clearly They remain outside the accounts as they are entered as expenditure when purchased and they diminish the Council balances On maturity they come back in to the accounts as income Long Term Investments need to be shown on the Asset and Investment Register The totals on that register will be added into Box 9 on the Annual Statement To add in other values select Assets Liabilities from the Year End Toolbar Ee Assets and Liabilities The following items are shown on the Balance Sheet In most cases they will be zero but you may amend as necessary If Assets they will be added to the ADJUSTMENTS If Liabilities they will be deduct
284. ting an Existing Record z amp D Payment Receipt Split Record Transaction The existing transaction entry can be split in order to have different VAT codes on elements of the transaction for example if some items on an invoice are VAT rated and some are not or because items within the invoice apply to different cost centres Entering the total as a single record first has the advantage of keeping the bank balances up to date and the cheque transaction fully recorded The rest is then an internal matter of allocating the elements to the right places in the accounts When you click on Split Record you will first see a search screen to locate the original transaction entry Use this screen in the same way as the normal Search 10 function and then click on the Split button Copyright Scribe 2000 Ltd 112 Scribe Accounts 2015 Split Search Payment OReceipt Search Field sn 29 03 2010 This is a temporary 123455 HSBC E Exempt 100 00 29 03 2010 Clerk Salary 123456 HSBC E Exempt 850 00 01 03 2010 Asst Clerk Salary HSBC E Exempt 95 00 29 03 2010 Insurance Premium Insurance Company Ltd Insurance HSBC S Standard 32 90 29 03 2010 Salary Asst Clerk Asst Clerk Salary ICICI E Exempt 20 00 29 03 2010 Salary Asst Clerk HSBC E Exempt 20 00 08 03 2010 Insurance Premium Insurance Company Ltd Insurance HSBC S Standard 32 90 15 03 2010 Insurance Premium Insurance Company Ltd Insurance HSBC S Standard 32 90
285. to have separate receipts cost centres with all the receipts codes followed by the same for payments it is a matter of preference and what reports you are likely to need The Opening Balance is an optional entry It can be used if you are in the habit of apportioning the overall balances of the Council between codes If you do this you can judge the progress of the activity on the code in term not just of receipts and payments in comparison to budgets but also in terms of balances You may for example have decided when preparing the budget that you wish to use up a balance on a particular code and therefore allocated less receipts precept to it You can use this approach if you are saving up for some expenditure in later years and it helps explain what it contained in your overall balances There is more information on this under the reports section It is quite acceptable to leave the opening balances as zero and simply work to your budget Note you are not permitted to have a balance of less than zero The intention is only to allocate out the overall Council funds See Also Managing Reserves for how to use balances for longer term projects Flexed Budget On the Cost Codes screen you can determine how your payments or receipts on the code are likely to flow through the year This profiling of the budget is optional but if set up will give you a better idea of how your actual business compares with the budget at any given t
286. u click OK extra voucher numbers and transaction records will be created automatically Regular Payments or Receipts 9 9 Regular Regular Apply Payments Receipts Regular Charges Setting up Regular Charges You can enter here any entries you you are likely to add to your transaction file on a regular basis This will avoid repetitive entries and you can apply them whenever you wish These can be on the payments or receipts side of the accounts Click on Regular Payments or Regular Receipts The charges may be weekly monthly quarterly or on a completely ad hoc basis Once set up you can apply them whenever you wish Note that the regular payments are not applied automatically You retain control of the new records Copyright Scribe 2000 Ltd Transactions 115 Q Regular Payments Cheque OCash Voucher No Minute Ref Date 01 06 2010 fis Bank v Description bel VAT Type ei Supplier v Cost Centre v Net 0 00 Code fe VAT 0 00 Cheque No f Total 0 00 ct amit ee ee Once set up the charge can be applied whenever required See Applying Regular Charges 13 Most of the functions of the normal data entry screen are present to help set up your regular items lists including the Search Edit Delete etc These functions are working on the set of regular items not on the transactions you have created by applying them Note
287. uments using the Accounts system if you wish If you do the data entered for those can be transferred to the actual receipts and payments transactions when they take place thus avoiding duplication of time and effort The purchase orders and sales invoices do not constitute transactions and are not part of the accounts until such time as the actual receipt or payment takes place e When converted to an actual transaction the original order or invoice is automatically deleted There are no financial reports based on orders or invoices as these Accounts are not constructed on an income and expenditure basis for working purposes during the year However you can list outstanding orders and invoices to assist with budget control Purchase Orders are shown below on the payments side of the accounts but Sales Invoices on the receipts side follow a similar process Copyright Scribe 2000 Ltd 128 Scribe Accounts 2015 Cash 1 Cheque No Date 31 03 2014 fis Minute Ref Cost Centre Mf Code x Net 0 00 Send to Payment and Delete Order VAT 0 00 DETAILS OF ACCOUNT Total Print Notes You will see this is similar to the transaction entry screen Extra Details You can add Details of Account as a list in order to be more descriptive than a typical payment entry You can therefore include item reference or catalogue numbers etc This list can have
288. uns through the installation As this is a powerful database program the installation will take about 15 20 minutes and runs through a succession of stages as shown on the list in the left hand pane of the screen F SQL Server 2008 Setup Server Configuration Specify the configuration Setup Support Rules Service Accounts Collation Feature Selection d Microsoft recommends that you use a separate account for each SQL Server service Instance Configuration Disk Space Requirements Service Account Name Password Startup Type Server Configuration SQL Server Database Engine NT Authority System Automatic Database Engine Configuration Error and Usage Reporting Use the same account for all SQL Server services Installation Rules Ready to Install Installation Progress These services will be configured automatically where possible to use a low privilege account Complete On some older Windows versions the user will need to specify a low privilege account For more information click Help Service Account Name Password Startup Type NT AUTHORITY LOCA Automatic Microsoft will perform some tests along the way If any of these fail this will be reported and shown in red and you will have to remedy whatever is required on your PC This might be to do with Windows firewall or similar settings Unless they relate to the prerequisites 3 we will not be able to help you with these messages as they will
289. unt Adjustments in the current year and the reversing out of Adjustments from the previous year this will be explained in the Working Document report See Examples 19 for further details on how the Annual Return report is calculated Back to Year End menul 174 Adjustments If your annual turnover is over the relevant threshold you must convert your Receipts and Payments into Income and Expenditure Below those thresholds you can choose whether to convert or not To convert the first thing you must do is consider whether any business would be more accurately said to relate to the new financial year You can enter these details at any time but clearly this should be done or double checked as close as possible to 31 March so that the information is valid You can go back and edit these records Entering Adjustments to the R amp P Accounts Copyright Scribe 2000 Ltd Year End 179 Click on Adjustments in the Data Entry part of the Year End Toolbar d Adjustments Tve E Record No Date 31 03 2010 fis Code v Description Supplier Net Amount You must select a normal code for each adjustment so that the Adjustment can be related to a Cost Centre in the accounts The Description and Supplier can be entered as free text so you can explain the nature of the adjustment you do not have to look up any details The record buttons such as Search and Ed
290. unts by using the Restate Accounts 18 functions in the current year you are now working with Copyright Scribe 2000 Ltd Year End 189 8 9 Do not go back and try to alter the previous year s accounts have they have been signed off You will not be allowed access to any action which amends the data You can view any reports and search and view data but no Save or Edit buttons will be available This is one reason why the Close Accounts function is included and is a variation from Version 8 Scribe accounts which sometimes needed the last year to be rerun You should never now need to go back Note that Close Accounts does not prevent you seeing uncashed transactions from the previous year when reconciling and it does not prevent you copying details such as suppliers or descriptions from the previous year It merely locks down user access to the data on the previous year transactions screens etc What if I am told to Re open the accounts It is possible to Re open the accounts by un checking the Close Accounts checkbox and then clicking on Save again However it is best practice not to re open the accounts unless instructed to do so by the Auditor Restating Last Year s Accounts Introduction Each financial year also holds the data relating to the end of the previous year This provides the data for the last year left hand side column in the Annual Returns and Balance Sheet In some cases it a
291. unts do not balance you will see an error message when you run the Calculate function If so you will need to go back and resolve the issues Note you can still print off the reports described below to help identify where the problem lies Produce the Documents There are 5 reports immediately available at this stage You can run these reports at any time but you will need to first carry outa Calculate to obtain up to date figures Copyright Scribe 2000 Ltd 174 Scribe Accounts 2015 w j Z Be g Adjustments Working Inc and Exp Fixed Assets amp Long Balance Document Account Term Investments Sheet Convert I amp E Group Balance Sheet e Adjustments This report provides a list of Adjustments code by code divided into six sections corresponding to the type of Adjustment You can use this list to explain the Adjustments to the Auditor This list will also explain the effect of each group of adjustments on the Income and Expenditure account They may have the effect of increasing or decreasing and may affect income or expenditure for instance Outstanding Bills increases the Expenditure totals e Working Document The Working Document provides a list of the Cost Centre totals on an Income and Expenditure basis and gives a comparison between the previous and current years It shows the adjustments for each Cost Centre in the current year and shows the adjustments from the previous year which have been rev
292. unts in practice Some of theses topics are also covered elsewhere in the Help and also on downloadable guides but the following adds extra background e Backups and Moving Datal 2 e Moving Money between Coded 2 Copyright Scribe 2000 Ltd 22 Scribe Accounts 2015 e Setting up the Cost Centres and Budget or Making Changes 2 e Earmarked Reserves 7 e Bank Reconciliation Year End 2 e VAT Errors Year End ai Backups and Moving Data between PCs Although the Backup process should be used primarily to safeguard your data by taking a copy of the database to store elsewhere the same process is often used by people who wish to transfer data between two independent machines This doesn t apply of course when you have two machines or more on a network as you can then both access the database directly This manual data transfer is needed generally in two possible situations 1 When you buy a new PC and need to move the data from the old one onto the new one In this case all you have to do is install all the programs onto the new PC as if you were a brand new user This means installing the SQL Server and the Scribe application and then creating a new Council ie a brand new database This will be empty initially and will have the single default financial year which comes with the package Take a backup on the old computer and place this backup file something BAK onto a USB memory stick either dire
293. vailable with alternative administrator logins Ensure users are aware of the database logins as they will require these for backups and similar procedures Use Scribe application default administrator user Admin password Admin to logon once connected Note there is no backdoor to reset user logins so any new usernames passwords created must be retained securely Alternative Scenarios eg Networks or Multiple Councils Connect to Existing Council allows connection of subsequent PCs to the previously created database This requires only the connection details using the server name previously used It does not require any network drive mapping and uses Windows PC names visible within the network workgroup Additional client PCs can be connected to anindependentserver or toa PC acting as a server If any network issues occur first check SQL Server Configuration Manager This is normally Copyright Scribe 2000 Ltd Help and Support 227 available from the Start menu All Programs list in Windows 7 but in Windows 8 or 10 you can view services directly from Control Panel Administrative Tools Services In SQL Server Services SQL Server SQL Express and SQL Server Browser should be enabled and running SQLServerAgent is not relevant In SQL Server Network Configuration Named Pipes and TCP IP protocols should be enabled Note that we do not expressly support implementation within a Windows Domain
294. values against each item Make sure you click in each line in order to enter the details Copyright Scribe 2000 Ltd Transactions 129 The totals of these items must add up to the Net value which you add into the main record but it will not be calculated for you If no individual items are entered a summary line will be printed on the document taken from the overall description of the transaction There is a Print Notes section which you can use to insert Delivery or Payment instructions These will be inserted below the list of items on the document The notes will be retained from one invoice or order to the next so you can use this for permanent instructions such as how long customers have to pay or where items should be delivered The Council name and VAT reg no entered via Council Name in Utilities will also be shown below the notes section on the actual document Description Printer v Bank Lloyds v Supplier Office Equip Inc 3 VAT Type S Standard v Cost Centre Administration v Code 2 v Net 100 00 Send to Payment and Delete Order VAT 7 50 DETAILS OF ACCOUNT TAMT imal Total 117 50 Item ref 1234 Epson Printer 95 00 Item ref 2345 USB cable 5 00 Print Notes Please deliver to first floor office Open Wed Fri only Complete whatever details are known For instance you will probably know which bank account is to be used but are unlikely to know the cheque number Printing
295. vel of access allows By default a single user can access all areas but you can control how much other users can do by setting them an access level See Users Transactions cover the majority of day to day entries new receipts or payments and special cases like journal transfers DO Bak i includes transfers between bank accounts or cash and provides bank reconciliation processes LI Reports 14 cover the reporting functions from the accounts producing detailed lists or summary statements OSetup e allows you to set up or alter user names financial years cost codes and similar items QO Year End bh covers all the processes for producing the annual statement and converting the Receipts and Payments records into an Income and Expenditure account LI Help 22 connects you to this online help and also gives the current version no Utilities O routines Click the Utilities button to pop up another menu to cover various backup and customising Use the Exit button in the Utilities menu to exit the application when finished Copyright Scribe 2000 Ltd 12 Scribe Accounts 2015 1 3 There is also a Toolbar Customisation menu Click on this small button to access it Toolbar Display Note that the Toolbar buttons will reduce in size or be enlarged according to the size of the available window For example here is the Report Toolbar with the icons in full and as it will app
296. you can start entering receipts and payments transactions You do not have to wait until you can enter accurate brought forward bank balances Most of the rules about entering data are described under Transactions How and When to start using Scribe Copyright Scribe 2000 Ltd Contents 17 A typical new user will install Scribe make sure the right year is available then set up the cost centres and codes then fill in the budget figures At that point you will be ready for the new financial year Once 1 April arrives start using the system to record new transactions You can record supplier details and item descriptions as you go along or you can set some up first Once you have done your bank reconciliation and finalised your VAT position on your old system both as at 31 March you can enter the start of year balances Once you have completed the accounts for the previous year and had them approved by the auditor you will also Know your overall general fund figures and any internal reserves If you have been converting to Income and Expenditure you may also have entered some adjustments for the year end All these can be entered into the Accounts 2015 system once you have them available See below Entering last year s details when you are just starting out There are two areas to consider 1 Bringing the bank balances etc into the start of year See Start of Year balances 2 Entering details of last ye
297. you prepare your accounts on a Receipts and Payments basis or an Income and expenditure basis EB g Asset Register Copyright Scribe 2000 Ltd Year End 187 8 8 This is a table where you can enter all your items Try to abbreviate the text you can enter approx 50 chars in some of the columns and you can expand the columns on screen but not all of this will appear on the printed report You can record anything you wish but the columns reflect the recommendations in the Practitioners Guidance You should enter all assets including community assets even if they have been gifted Purchasing an asset or investing in a long term investment should be recorded as expenditure At maturity of an investment the income should appear as a receipt and be removed from the asset register Such receipts and payments will appear in the normal boxes on the annual return irrespective of their place on the asset register and the inclusion of their value in Box 9 The asset register is a way of maintaining box 9 only Cost centres can be selected from the drop down menu The Asset Register report can then be sub totalled by cost centre The value which will appear in Box 9 of the Annual Return will be the total of the Purchase Value column not the current value column The purchase value must not be changed during the lifetime of the asset as depreciation is not taken into account in the Annual Return and the book value will r

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