How to Create an Academy set of Accounts

Introduction

This topic explains how to create a set of accounts for an Academy.

Step 1 - Create an Academy

Step 2 - Adding Client Involvements

Step 3 - Adding a new Fund Type

Step 4 - Creating a new Post File

Step 5 - Generating a set of Accounts

Step 1 – Creating an Academy

1. From the Accounts Production Quick Launch toolbar, click the down arrow for and select Standard. Alternatively, from the menu, select Client | New

The following screen displays.

2. Select CREATE a new client to be added to the database and click Next.

The following screen displays.

Complete the relevant fields in the Basic Detail section.

3. In the Type of business field click the drop-down arrow and select Charity Incorporated.

4. Select the relevant option beside Charity Incorporated, for example, Ltd by guarantee or Ltd by guarantee,s60 exempt.

5. In the Sub type field select Academy:

6. Complete the relevant fields in the Address section and click Next.

The following screen displays.

7. Click Next.

The following screen displays.

8. Click Finish.

The following screen displays.

9. In the Client Identifier field enter an identifier and click OK.

The following screen displays.

10. Click OK.

The following screen displays.

11. Select  one of the following options:

1. • Import if you would like to import the Trustees details form Companies House

   • New to add a new Trustee or select a person from the existing database

   • Cancel to exit the screen

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Step 2 – Adding Client Involvements

1. From the Accounts Production Quick Launch toolbar, click  . Alternatively from the toolbar click, Edit | Trustees/Secretary

The following screen displays.

2. Select one of the following options:

• • Import if you would like to import the Trustees details form Companies House

  • New to add a new Trustee or click a person from the existing database.  If New is selected follow step 3.

  • Cancel to exit the screen

If New is selected the following screen displays.

3. Click the magnifying glass next to the Trustee field.

The following screen displays listing existing people within the database

4. If the person isn't listed, click New. If the person is listed, go to step 12.

The following screen displays.

5. Select CREATE a new client to be added to the database and click Next.

The following screen displays.

6. Complete the relevant fields and click Next.

The following screen displays.

7. Click Next.

The following screen displays.

8. Click Finish.

The following screen displays.

9. Click OK.

The following screen displays.

10. Click OK.

The following screen displays.

11. Click Save and Close.

The following screen displays.

12. From the Client Browser highlight the relevant trustee and click Select.

The following screen displays.

13. If required, select Member of finance and general purpose committee.

• The Record on history for affected client(s) option will be selected by default. If no date is entered within the From and To field deselect this option.

14. Click OK.

The following screen displays.

15. Select one of the following options:

1. • New if additional trustees are required; follow process from step 6

   • View if you would like to view the Trustee information

   • Close to exit the Client Involvements screen

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Step 3 – Adding a new Fund type

1. When clicking Close from the Client Involvements, the following screen displays.
   

2. If this screen does not display, click Edit | Funds

2. Click Yes to create a new fund; go to step 3. Click No if the relevant fund is listed; go to step 14.

The following screen displays.

3. In the Fund id field enter an ID.

4. In the Fund name field, enter the name of the fund.

5. From the Fund type drop-down list select the appropriate option.

6. Select Boarding fund if required.

7. In the Start date field enter the starting date of the fund. (This field is optional).

8. In the End date field enter a date if required.

9. Select Material fund if required.

• If the Material fund option is selected, the default Material fund grouping name will be N/A – Fund name. However, this can be changed; go to step 10. If the Material fund option is NOT selected, go to step 13.

10. Click the magnifying glass next to Material fund grouping field.

The following screen displays.

11. In the Grouping name field enter the name of the material group name and click OK.

The following screen displays.

12. Click one of the following options:

1. • New to enter a new material fund group

   • Highlight the relevant material group fund and click Delete if a material group fund is to be deleted

   • Highlight the relevant material group fund and click View to view the grouping name of the material group fund

   • Highlight the relevant material group fund and click Select to use the grouping name

   • Click Cancel to exit screen

13. Click OK.

The following screen displays.

14. Click one of the following options:

1. • New to enter a fund

   • Highlight the relevant fund and click Delete if a fund is to be deleted

   • Highlight the relevant fund and click View to review the fund

   • Click Print to generate a list of funds

   • Click Cancel to exit screen

15. If the Business Client Maintenance screen displays, click Save then Close.

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Step 4 – Creating a new Post File

Having clicked Close to the Business Client Maintenance screen the following screen displays.

1. Click Yes to start posting accounts or No to return to the Accounts Production homepage.

• If the No Accounts dialog doesn't display, from the Accounts Production toolbar, click the option. Alternatively, click Posting | New

The following screen displays.

2. In the New year-end date: field enter the Account period end date, for example, 31/10/2013 and click OK.

The following screen displays.

3. Highlight the Accounting Period End date if is not already highlighted and click OK.

4. In the Description field enter a description for the post file.

5. Enter a Previous account end date or alternatively select OR use date incorporated. If entering a previous account period end date please go to step 6. If a tick has been placed in OR use date incorporated, go to step 11.

6. Click the magnifying glass next to Previous account period end date.

The following screen displays.

7. Select one of the following options:

1. • Enter Date to enter a previous account end date, go to step 8.

   • Incorporation to use the date of incorporation, got to step 11.

   • Cancel to exit the screen.

The following screen displays.

8. Click Add if the date required is not in the list, go to step 9. If the date required is in the list, go to step 10.

The following screen displays.

9. In the New year-end date field enter the previous account end date and click OK.

The following screen displays.

10. Highlight the relevant date and click OK.

The following screen displays.

11. Click OK.

The following screen displays.

12. Click the magnifying glass next to the Document type field.

The following screen displays.

13. Highlight the relevant document type.

14. Click Select and OK.

The following screen displays.

15. In the Amount field enter the amount.  

16. Click the magnifying glass next to the Account field. Alternatively, manually enter the account code and then go to step 18.

The following screen displays:

17. Click the relevant account code from the list and click OK.

The Posting screen displays.

18. Click the magnifying glass next to Fund field.

The following screen displays.

19. Click one of the following options:

• • New to enter a fund

  • Highlight the relevant fund and click Delete if a fund is to be deleted

  • Highlight the relevant fund an click View to review the fund

  • Print to generate a list of funds

  • Highlight the relevant fund and click Select to attach the required fund to a posting

  • Cancel to exit screen
    

• A new fund can also be entered by clicking Edit | Funds from the Accounts Production toolbar if the Posting screen is not open. Refer to Step 3 – Adding a new fund type.

The Posting screen displays.

20. In the Activity field enter an activity if required

• Clicking the magnifying glass next to the Activity field, displays the following screen.

21. Click one of the following options:

1. • New to enter an activity

   • Highlight the relevant activity and click Delete if an activity is to be deleted

   • Highlight the relevant activity and click View to review the activity

   • Print to generate a list of activity

   • Highlight the relevant activity and click Select to attach the relevant activity to a posting

   • Cancel to exit screen

• The Activities screen can also be accessed from the menu by selecting Edit | Activities

22. In the Grant field enter a grant if required.

• Click the magnifying glass next to the Grant field, displays the following screen.

23. Select one of the following options:

• • New to enter a grant

  • Highlight the relevant grant and click Delete if a grant is to be deleted

  • Highlight the relevant grant and click View to review the grant

  • Print to generate a list of grant

  • Highlight the relevant grant and click Select to attach the clicked grant to a posting

  • Cancel to exit screen
    

• Alternatively the Grant screen can be accessed from the menu, select Edit | Grants

24. In the Narrative field enter a narrative if required.

25. Click Add Posting.

26. If further postings are required follow steps 15-24. If no further postings are required, click Close to exit the posting screen.

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Step 5 – Generating a set of Accounts

1. From the Accounts Production Quick Launch toolbar, click the  option.

The following screen displays.

2. Ensure the relevant Report/Document type is entered.

3. Ensure the correct post entry number has been entered in the Current field and click OK.

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