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This topic explains how to add a business client; using the quick client entry or using the standard data entry method.
It can be found in:
Client | New within products where businesses are selected within the toolbar.
In Accounts Production:
select the New Client Quicklaunch Toolbar option Simple or Standard
The Quicklaunch Simple option is intended for quick client entry. Click the magnifying glass next to the Client identifier field to check the client does not already exist on the database. Complete the details on the Add Business Client screen and click Finish or click Cancel to exit the screen and abandon any changes. See Entering Business Details below for minimum requirements and full details for displayed fields.
When the Add Business Client screen is completed, a question appears asking to enter directors against the business, to do this, Click Import to request and import appointments from Companies House or click New and enter Involvements as described here. The Account order number is automatically completed. Click No if no director is to be entered at this time.
A message displays No Accounts; click Yes to start posting or No to complete the new client entry.
This screen enables a new client to be added to the IRIS database or an existing client registered for use within the selected product. Before adding a new client, check if the business has already been entered in the IRIS database using the Name/Surname field and Search option. The following details are specific to adding a business as a client but for all available new client options see New Client Wizard.
If the business client is new to the IRIS database select:
Create a new client to be added to the IRIS database to enter their details manually. See Entering Business Details section below for more information.
Import details from Companies House, enter the company number enter the 8 character company number, click Next.
Include leading zero's. Using the IRIS account or the default Gateway account a request is sent to Companies House for the Company Details.
Company details returned from Companies House and which are available for import are the business name, business type, registered number, date of incorporation, registered office address, SIC codes, last and next accounting period end dates, last and next annual return dates and previous business names.
Select Create a new client to be added to the IRIS database, click Next to continue with the set up of the new client. Click Back to return to the previous screen. Click Cancel to exit the screen and abandon any changes.
There are several business details which can be entered on screen. Minimum requirements are for the Business name and Type of business to be completed, availability of each field is dependent on the Type of business. Client information can be altered after it has been created as well as being able to save more details such as the registered number and alternative addresses.
Full details for displayed fields are listed below:
Business name - use this field to enter the name of the business. Enter a shortened business name in this field if it exceeds the 40 characters limit or you wish to enter a trading name. When the business is set up enter the Full business name or Trading name using the Edit Names option on the Business Client Maintenance screen. When forming new companies click Check Name to perform a Same As Company Name Search via Companies House Online Service (see Check Names section below)
Business name contains sensitive or restricted words or expressions – select this option if forming a company and the business name contains restricted words or expressions. Click Verify to automatically check the business name for sensitive words or expressions.
Type of business - this field
defaults to Limited company if the business name contains Ltd or Limited
or Limited Company - Public if the name contains PLC, and LLP if the business
name ends LLP. Otherwise, select the type of business from Limited Company,
Partnership, Sole trader, Charity or Other. Business type Other
should only be used for pension schemes.
In the case of a Limited Company specify whether it is:
Business description - used for sole traders and partnerships where a description of the business must be entered on the self assessment return. Used for limited companies on their annual returns (AR01 (CA1985-363a)) if SIC codes are not present.
Registered Number - enter the relevant number.
Charity number - enter the relevant number (available for Charities only).
Address - Enter the business address in this field. This shall be marked as the main, registered office and billing address. Alternative addresses can be added within Client Maintenance after initial setup is completed. Click the magnifying glass in the County field to display a list of counties.
To use the address from another client on the database, leave the address field blank and select OR address is shared and enter the identifier of the client whose address you wish to share in the with client field. Click the magnifying glass to display a list of clients. If two entities have the same address and the address is altered for one entity the shared clients address is automatically updated.
Service address - is used on Companies House forms to indicate if the address is a service address for the beneficiary of a Confidentiality Order granted under provisions of section 723B of the Companies Act 1985.
UK resident - is selected by default for a limited company so that a UK Corporation Tax Return can be completed for the client.
Deselecting this option sets the limited company as being non-resident
for tax purposes. This applies when the company is not resident in the
UK or does not have a trade with a permanent establishment in the UK.
This activates the IRIS Non-Resident Company Return so that Business Tax
produces a SA700 Tax Return rather than the CT600. A license for
the ‘IRIS Non-resident Company Return – SA700’ product is required to
use a non-resident company in Business Tax.
Trading dates - enter the relevant trading dates. If you do not know the correct date then leave the fields blank.
Registered in - this field is activated if the type of business selected is a PLC, Limited company, LLP, Charity or Other. The default is England and Wales. Click the down arrow for all available options of England and Wales, Scotland, Northern Ireland or Not specified.
When Check Name is selected, a 'same as' company name search will be performed automatically using Companies House Online Service. The results will give an indication as to whether a name is available for registration with Companies House using 'same as' rules under the Companies Act 2006.
Refer to https://www.legislation.gov.uk/uksi/2009/1085/contents/made for further details.
Companies House themselves also provide the same facility which can be found at https://wck2.companieshouse.gov.uk/
Click Next to continue with the set up of the new client. Click Back to return to the previous screen. Click Cancel to return to the client browser.
The next screen displays several fields which can be used to categorise clients. Click the magnifying glass next to each field to display the available groups, staff or categories as relevant. SIC code is required for Company Secretarial to complete form (AR01 (363a))- Annual Return.
Configure the categories in Setup | Practice Options | General tab or in Time and fees go to Options | System | General tab.
Click Next to continue with the set up of the new client. Click Back to return to the previous screen. Click Cancel to return to the client browser.
The final screen displays the basic details just entered for the new client. To amend any of the details click Back to return to the previous screen. If the information is correct click Finish and enter the Client Identifier required for the new client.
Once the identifier is entered click OK. A question appears asking to enter involvements against the business such as directors, secretaries, partners, members and employees, to do this click Yes and enter Involvements as described here.
If No is selected or the involvements screen is closed the Business Client Maintenance screen is displayed confirming all the information that has just been entered as well as displaying additional fields for entering client specific data.
If entering a Limited Company, before confirming the business details, a question is displayed asking if the a formation log needs to be added to the client history. If Yes is selected a Log Client History Entry screen appears requiring details for the completion of Companies House Forms for incorporating the company.