This topic describes each option from the Administration menu on the toolbar in more detail.
There are several options under this menu:
The status of the submitted e-File can be tracked through the receipt of emails from Companies House. Response emails will be sent from Companies House informing of the status of the document, that is, pending, accepted or rejected. These emails can be deciphered by copying the content and pasting the details into the top section of Administration | Input E-File Response screen and clicking OK.
If the format of the email is understandable, enter the relevant Envelope number and select the status stipulated in the email for example, pending and click OK to alter the status of the email to that which was selected. This option allows the status of the e-File associated with the entered envelope number to be altered to agree with the response emails received from Companies House.
Detailed email configuration within System Maintenance is necessary for this feature to be utilised and is mandatory for all Company Secretarial and Company Formations users.
For a step by step guide with configuring the email go to Help | Help | Quick Guides | Email Configuration
Selecting this option from Administration | Launch E-File Scanner will load the scanner which detect and decipher e-files from Companies House and insert the following icons in the bottom right-hand corner of the screen.
On initialisation of the scanner the Updated E-Files screen displays with the following options:
Send Email – sends the results displayed on screen to the staff member that sent the original e-file.
Options -
can specify the notifications required relating to Companies House
emails from within here.
The following sections of choice are:
Notify me if any e-files are - pending, accepted, rejected or if even if no response has been received. De-selecting all will mean that the monitoring or emails will be silent and will just update the status of forms with Company Secretarial and Company Formations silently.
Notification method - is asking how to be notified of updates to the status of e-files. This is only relevant if at least one of the options in Notify me if any e-files are section is selected.
Email original sender - means that every time a scan is completed the original staff member that sent the e-file will receive notification of the change in status.
This would not be a feasible selection if the scan is completed every 1 minute. Also all staff members will need an email address associated with them in System Maintenance for this notification to be completed.
Dialog:
• Actual Results - displays a screen showing all e-filing results of the scan.
• Balloon Notification - shows a balloon next to the icon indicating that a scan has been completed and it can be selected for the results to be displayed.
Prompt on closing – if the e-file scanner is right-mouse clicked and Close selected a prompt displays requiring confirmation. If this is not ticked and Close is selected then there will be no further clarification required and the e-file scanner will just close down.
Print – puts the results into a report which can be printed, created as a PDF, created as a Word document or just displayed on screen.
Close – closes the Updated E-files screen but leaves the Inbox scanner running in the bottom right-hand corner of your screen.
Right - mouse click the 
symbol for the following
options:
Scan Inbox – scans all emails for any updated responses from Companies House.
View Results – shows the results of the last scan for Companies House emails. It displays the Updated E-Files screen. See the above paragraph for more details on the options available.
Options – can specify the notifications required relating to Companies House emails from within here. See the above paragraph under Options for more details.
View Log – includes a history of when the scans have been undertaken and by who.
Close – exits the e-file scanner.
Go to Administration | Annual Return Dates. The following screen has options of what to include in the report. The report includes all Company Secretarial clients and the choices available for the report are to only in Limited Companies and/or Limited Liability Partnerships and the report can be specified to include only clients that have an annual return due within a specified date range. Select the required options on this screen and click OK to continue with the report or Cancel to close out of the screen.
Find this option by going to Administration | Client history. This option will print a list of clients with client history, that is, events logged on the system for the client. Going to this option will display the Client History screen; see below for an explanation of each tab on this screen.
This tab gives the choice of the historic events that are to be included in the report. Firstly, there is the Date Range, if there are dates chosen here then only the events that falls between these two dates will appear on the report.
There is also the option of choosing Only Entries That Generate Companies House Forms, Only Entries For Which Forms Have Not Yet Been Printed, Only Clients For Company Secretarial, Entries due but not yet logged and Only clients with events pertaining to Form 42.
This screen dictates the sort order the selected clients will appear in.
The selection screen is used to limit the amount of clients picked up on the report by introducing certain criteria that the client must meet, including the identifier (up to 50), the partner and client group and so on. Select the criteria by clicking the magnifying glass and selecting the correct criteria from the list.
This gives the choice of other additional optional information that may be required on the report, for example, the year end, postcodes, Companies House form number, envelope numbers and so on. These options should be selected in the order they are to appear on the report.
This screen is where the clients to be included on the report are selected. If criteria had been selected earlier on the Selection tab then select the option By Criteria under the Select Clients part of the screen, then click OK to run the report. If no criteria selected then a search can be done on clients that are to be included on the report. Select By List under Select Clients then click Find. A further screen displays called Select Client(s) For Report.
On the Select Criteria screen several aspects may be searched on. Select the search requirements (one at a time) in the Select Clients field. For example, select Business Type and then select the types of business to be searched on. Click Find Now and a list of matching clients displays. Select the clients that are needed from this list and then click Select. These clients will display on the original Client History screen. This can be done many times on different criteria such as the clients year end and so on. On the Select Client(s) For Reports screen there is also the option of doing a New Search, if the original search did not bring back the required results and close the screen by clicking Cancel. Clicking Configure will allows the columns to be changed as seen on the Columns tab. For further information click Help.
The second tab is the Current Criteria screen. This screen shows the criteria that have been searched on at one time. If the screen is closed and opened again this information is lost and this screen will appear blank. Once the required criteria has been selected click Find Now for a list of clients that fit within the criteria is displayed. Click Select for these clients to be used within the Client History report.
Once all the clients that are needed have been selected click OK to run the report, Cancel to go back to the main screen. Clicking Memorise will memorise the selection criteria of this report so the settings don’t have to be re-entered again if the report needs to be run again.
Go to Administration | Client List. This will run a list of clients from IRIS (not just Company Secretarial) with certain user defined criteria, for example, a year end date of 31/12/2009 and so on.
This tab is the default screen to display when this option is first selected. On the screen there are five different sets of options that can be changed.
Report Format - This is the way that the report is shown on the screen or printout, for example, there is the option of suppressing blank lines that display between the clients, automatically showing the phone/fax numbers for all selected clients and so on.
A tick should be placed next to the options that are needed.
Must Be Used In - This field is used to lessen the number of clients to be searched, making it easier to find the clients that are needed on the report. If only Company Secretarial clients are needed then this option can be chosen. There is an option at the bottom for No Restriction; this means that all clients registered in all products would be selected.
T&F Posting Constraints - This option only applies to the Time and Fees clients. Clients from Times and Fees can be restricted by using the options listed here.
Business Types - If the report only needs to show limited companies then this option can be utilised. There are the five types, Limited Company, Limited Liability Partnership, Partnership, Sole Trader and Other (Pension Schemes). At least one of them must be chosen for something to appear on the report.
Addresses - Select which address is to be shown on the report, only one of the options can be selected. They are: Show Main Address Only, Show Billing Address Only, Show All Addresses.
Once this screen is completed the others can be completed. These screens are the same as those used when running the Client History; see above for more information. Click OK to run the report, and Cancel to go back to the main screen.
The option under Administration is Memorised Reports. Get to this by going to Administration | Memorised Reports. With some of the other options there was the facility to memorise the report, if this is done those reports would be included in this screen. This option is mostly used within the Practice Management product, but can also be used within Company Secretarial to remember reports like the client list for example.
At the bottom of the screen, there is the option of what types of memorised reports to show, either Public, Shared, Private and then choose to show Only Your Own memorised reports. To run the memorised report highlight the required report and click Select. To erase a memorised report, highlight it and click Delete. Click Close to exit out of the screen.
The last option under Administration is Status of All Clients. This shows a list of clients registered in Company Secretarial by Client ID. There is a tick box next to the listed client to give the option of not including them in the program's client browser but without losing history. (De-registering a client would delete the client and its history). It is possible to free a licence by de-selecting a client. There are options to Select All the clients listed or Clear All. Click OK to save settings or Cancel to exit without saving.