HandiSoft HandiTrust 2015 software User Manual
HandiTrust 2015 is software that can be used for handling trust accounts, managing client databases, and generating financial reports. It is designed to be easy to use and has a range of features to help you manage your trust account effectively.
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HandiTrust
2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
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Licence agreement HandiTrust 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
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HandiTrust 2015 Licence agreement
9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
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Licence agreement HandiTrust 2015
11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under thi s Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
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HandiTrust 2015 Licence agreement
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
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Licence agreement HandiTrust 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
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Contents
History of changes 13
Chapter 1.
Installation and configuration 15
Chapter 2.
The non-critical settings 19
Chapter 3.
Trust cards 23
Chapter 4.
Client database 29
Chapter 5.
Firm database 41
Chapter 6.
Bank Account database 47
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Contents HandiTrust 2015
Chapter 7.
Activities database 55
Chapter 8.
Categories database 57
Chapter 9.
Opening balances 63
Chapter 10.
Entering transactions 69
Chapter 11.
Printing cheques and receipts 83
Chapter 12.
Transaction maintenance 89
Chapter 13.
Authorities 95
Chapter 14.
Deposit slips 99
Chapter 16.
Data maintenance 105
Chapter 17.
Standard reports 109
Chapter 18.
Report writing 127
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HandiTrust 2015 Contents
Chapter 19.
Documents and mailing labels 135
Chapter 20.
Additional tools 137
Glossary of Terms
Index
139
141
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History of changes
The HandiTrust 2015 user manual has been updated since the initial version. The following list details the changes that have been made.
Changes made
The following changes have been made:
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 18/12/2014
Added information on the Client Portal .
Changes included in version: 13/10/2014
Added information on HandiSoft Connect.
Changes included in version: 30/09/2014
Updated information on reconciling bank accounts .
Updated information on printing the Bank Account Cards report .
Changes included in version: 15/09/2014
Included information on generating EFT batch reports.
Updated the EULA to include HandiSoft Connect.
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Chapter 1. Installation and configuration
HandiTrust 2015 is a total trust management package for accountants, lawyers, real estate agents, and other professionals who manage trust bank accounts.
You can operate HandiTrust 2015 as either (a) a freestanding software program, or (b) a module in the HandiSoft Software Suite.
Before you begin using HandiTrust 2015, you must install the program, and then complete the initial program settings. Please refer to the "Advanced Features 2015" manual for information on installing HandiTrust and configuring settings that are common to all the HandiSoft programs.
Caution: A number of initial program settings cannot be altered once you have entered transactions into HandiTrust 2015.
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Chapter 1. Installation and configuration HandiTrust 2015
Configuring HandiTrust 2015
When you install HandiTrust 2015 for the first time, you must complete a number of critical and non-critical settings.
Before you begin entering transactions into HandiTrust 2015, you must:
1. Read Chapter 3, "Trust cards".
Before you set up HandiTrust 2015, it is important that you have an understanding of how
HandiTrust 2015 uses trust cards. Operation of trust cards is affected by the critical settings. It is, therefore, important that you understand the impact of trust cards before you create Firms, Banks and Activities in HandiTrust 2015.
2. Start HandiTrust 2015.
3. Complete the critical settings (below).
4. Optionally, complete the non-critical settings.
As the non-critical settings can be altered at any time, completion of the non-critical settings is optional. For information on the non-critical settings, see Chapter 2, "The non-critical settings".
5. Enter opening balances. (See Chapter 9, "Opening balances").
6. Customise any forms that you will print from HandiTrust 2015 (e.g. receipts, cheques, and statements). (See Chapter 18, "Report writing").
After you have completed the above six steps, you are now ready to perform your day-to-day processing.
Critical settings
Caution: A number of settings in HandiTrust 2015 cannot be altered once data has been entered into the program. It is therefore important that you exercise care when you complete these settings.
Before you can begin entering transactions into HandiTrust 2015, you must complete the following critical settings:
Ruling Body
Client database
Firm database
Bank Accounts database
Activities database
Categories
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HandiTrust 2015 Critical settings
Ruling Body
The Ruling Body setting dictates the functions allowed in HandiTrust 2015. The restrictions imposed by the various Ruling Body types are summarised in the following table:
Can transactions be deleted?
Must "Trust Account" be included in the bank account's name?
Are debit balances permitted?
Are regular bank reconciliations imposed?
None
optional
* optional
* optional
* optional
*
CPA ICAA
no yes no yes no yes no optional
*
NIA
optional
* yes no yes
Caution: You cannot alter your Ruling Body Type once you have saved the "Ruling Body
Options" window. Please select your Ruling Body Type with care.
Figure 1: The “Ruling Body Options” window
Using the "Ruling Body Options" window, you must indicate which professional body governs your firm. The Ruling Body Type that you select in the "Ruling Body Options" window dictates what you will be able to do in HandiTrust 2015.
Where a restriction is marked "optional" you can change the rule so that the restriction is either enforced or not.
Opening the "Ruling Body Options" window
The first time you start HandiTrust 2015, the program will prompt you to complete the "Ruling
Body Options" window.
To open the "Ruling Body Options" window:
From the Options menu, click Ruling Body.
Client database
The Client database records details of your firm's clients. All HandiSoft products share this
"Client database".
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Chapter 1. Installation and configuration HandiTrust 2015
Firm database
Before you can begin entering transactions in HandiTrust 2015, you must create at least one firm
in the Firms database . For information on firms, including how to create a firm, see Chapter
5, "Firm database".
Bank Accounts database
account" in Chapter 6, "Bank Accounts database".
Activities database
Activities are used as a way of differentiating trust cards. For example, you have a client
(JONES), who is serviced by your firm (SMITH & CO), using a bank account (123456). If you perform taxation and audit work for JONES using bank account 123456, you may want to have separate trust cards: one trust card for tax work, and the other for audit.
You do not need to use activities. Activities give more flexibility and capability to HandiTrust
2015, but HandiSoft considers this feature more useful for very large firms. If you do intend to
use Activities, we recommend that you establish them in HandiTrust 2015 before you begin
entering transactions.
For detailed information on Activities, including how to create an activity, see Chapter 7,
"Activities database".
Categories
Categories are used for differentiating transactions (a category determines the type of a transaction). This can be useful for filtering reports. HandiTrust 2015 is distributed with some common sense categories, which are likely to meet the requirements of your firm. If you require
greater flexibility with your HandiTrust 2015 reports, you can create additional categories (for
example, you could create categories for partners or staff).
For detailed information on categories, see Chapter 8, "Categories database".
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Chapter 2. The non-critical settings
Once you have installed HandiTrust 2015 and have completed the critical settings, we recommend you configure HandiTrust 2015 for all non-critical settings. You can alter these non-critical settings at any time.
Client options
On the "Clients Options" window, you can define the following:
Order of the Client database
Display of names in the Client database and in client reports.
Client reference code fifth character.
Information in the last four columns on the main window.
Display of the client phone and email details on the main window.
Opening the "Clients Options" window
To open the "Clients Options" window:
From the
Options menu, click Clients.
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Figure 2: The “Clients Options” window
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Chapter 2. The non-critical settings HandiTrust 2015
Data entry options
Using the "Data Entry Options" window, you can customise the following aspects of data entry behaviour in HandiTrust 2015:
Automatic capitalisation of text.
Functions of the ENTER key.
Default category (and narration) to apply to each data entry option.
Note: The category is used to assign a Transaction Type to each transaction. For additional information on categories, refer to Chapter 8, "Categories database".
Opening the "Data Entry Options" window
To open the "Data Entry Options" window:
From the Options menu, click Data Entry.
Figure 3: The “Data Entry Options” window
Tip: For information on the "Data Entry Options" window, press F1 to display the online help.
EFT options
Using the "EFT Options" window, you can set up HandiTrust 2015 to create ABA files for payments via EFT (Electronic Funds Transfer).
If you have the EFT option enabled, the following windows will provide fields for making EFT transactions:
ATO Refund
Client Payment
Firm Payment
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HandiTrust 2015
Opening the "EFT Options" window
To open the "EFT Options" window:
From the Options menu, click EFT.
General options
Figure 4: The “EFT Options” window
Tip: For information on the "EFT Options" window, press F1 to display the online help.
General options
Using the "General Options" window, you can define the following behaviour of HandiTrust
2015:
Automatic completion of the following items in data entry windows:
Payee field
Firm field
Bank account field
Drawer, Bank, and Branch details for ATO Refund cheques.
Default receipt, receipt letter, statement, authority, and letterhead printing layouts.
Note: Default cheque layouts are defined in the "Bank Account Detail" window.
Opening the "General Options" window
To open the "General Options" window:
From the Options menu, click General.
Figure 5: The “General Options” window
Tip: For information on the "General Options" window, press F1 to display the online help.
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Chapter 2. The non-critical settings HandiTrust 2015
Font styles
The manner in which text is displayed reports, mailing labels, cheques, receipts, and deposit slips, is governed by Font styles, which nominate the font type, size, and effect to be used in a particular section of the document, for example Arial, 14 Point, and Bold.
For information on setting HandiSoft font styles, please refer to the "Advanced Features 2015" manual.
Passwords and security management
As with all HandiSoft products, HandiTrust 2015can be set up with password access control.
For information on passwords and security, please refer to the "Advanced Features 2015" manual.
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Chapter 3. Trust cards
Caution: Before you set up HandiTrust 2015, it is important that you have an understanding of how the operation of trust cards is affected by the number of firms, bank accounts and activities that you create.
Your trust bank account holds money that potentially belongs to many clients, and also to your firm. Trust Cards are used to enable the money to be traced, .
A Client Trust Card records the trust account transactions that relate to a specific client. A Firm
Trust Card records the trust account transactions that relate to your firm. The total of all your client and firm trust cards equals the total bank account balance.
Maximum number of trust cards
HandiTrust 2015 allows a single client (or a single firm) to have multiple trust cards. The number of bank accounts, firms, and activities that you establish in HandiTrust 2015 will determine how many trust cards each client and firm will have.
HandiTrust 2015 creates a new trust card for every combination of Client, Bank Account, Firm, and Activity.
Example – simple setup
Imagine that ABC Accounting uses a simple setup for HandiTrust 2015. They have:
One bank account
One firm
No activities
Each client of ABC Accounting can have a maximum of 1 trust card (1 bank x 1 firm).
Example – complex setup
Imagine that ABC Accounting uses a complex setup for HandiTrust 2015. They have:
Two bank accounts
Three firms
Two activities
Each client of ABC Accounting can have a maximum of 12 trust cards (2 Banks x 3 Firms x 2
Activities).
When you enter transactions into HandiTrust 2015, you must state the related client, bank account, firm, and activity. Using this information, HandiTrust 2015 determines which trust card will store the transaction.
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Chapter 3. Trust cards HandiTrust 2015
Things that can confuse
Difficulties that people have using HandiTrust 2015 generally stem from their lack of understanding of trust cards. This section addresses the particular items that can cause confusion.
Bank balance equals total of all trust cards
The bank account balance equals the value of all trust cards for that bank account
For example, imagine that ABC Accounting's bank account has a balance of $1540. The total of all client and firm cards is equal to the balance of the bank account. This is displayed in the following table.
Trust Bank Account of ABC Accounting
Debit Credit
Client Trust Cards
A & A Wholesale 500
Mr Dave Adams
Antonio’s Restaurant
Ms Edna Crabb
Firm Trust Cards
ABC Accounting Pty Ltd
0
480
410
0
150
1540
Debit (negative) trust cards
You may have your Ruling Body Options configured so that HandiTrust 2015 does not allow trust cards to go into debit (negative). Confusion can occur during data entry when transactions are accidentally recorded against the wrong trust card.
Brief example
Imagine the situation where a single client has two trust cards:
Trust Card 1 – balance of $1,000
Trust Card 2 – balance of $0
Even though the client has total funds of $1,000, HandiTrust 2015 would not permit you to withdraw funds from Trust Card 2. Withdrawing funds from Trust Card 2 would put the trust card into debit.
Detailed example
Imagine that you have a client, who is serviced by your firm (ABC Accounting), using bank account (123). You have created two activities: TAX and OTHER.
The client has requested that you pay an expected ATO fine on his behalf . He has given you a cheque for $1450 to cover the fine. You record the deposit of $1450 in HandiTrust 2015 against the OTHER activity. This is illustrated below:
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HandiTrust 2015 Things that can confuse
The balance of the client's OTHER trust card after the receipt was entered was $1450.
Stan has two trust cards:
Trust Card
(bank ac / firm / activity)
123 / ABC / TAX
123 / ABC / OTHER
Balance
$0.00
$1450
Ten days after you deposited the client's cheque, you receive an invoice from the ATO for the clients's $1440 fine. You must record a Client Payment to withdraw funds from the client's trust card and pay the ATO. If you record the Client Payment against TAX activity instead of the
OTHER activity, you will not be able to save the transaction. You would receive the error:
"Your Ruling Body won't allow debit balances to trust cards".
The error occurs because the Body Rules do not allow negative trust card balances.
Remember: the client has $1449 in the trust account. However, the money is on the client's
OTHER trust card.
The data entry error is clearly visible on the "Client Payment" window.
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Chapter 3. Trust cards HandiTrust 2015
If you enter the Client Payment against the correct trust card, the transaction would be saved and the cheque drawn without any error messages.
Creating a trust card
Whenever you record a transaction against a new combination of Client, Bank Account, Firm, and Activity, HandiTrust 2015 will automatically create a trust card.
You cannot manually create a trust card.
Maintaining the trust cards
You can perform a number of different operations on the trust cards. These are discussed in detail below:
View a trust card's transaction
To view the transactions associated with a specific trust card:
1. From the View menu, click Cards.
The “Trust Cards” window will open, listing all client and firm trust cards. From this window, you may view the transaction items associated with a card; make a card active/inactive; preview and print a card statement.
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Figure 6: The "Trust Cards" window
2. Highlight the required trust card and then click Items.
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HandiTrust 2015 Maintaining the trust cards
The "Transaction Items for Card" window will open, displaying all transaction items associated with the highlighted trust card.
Figure 7: The “Transaction Items for Card” window
Tip: For information on the "Trust Cards" and "Transaction Items for Card" windows, press F1 to display the online help.
Sort the trust cards
The trust cards listed in the "Trust Cards" window can be sorted by:
client reference
firm reference
bank account
activity reference
To sort the trust cards, do either of the following:
Click the appropriate column heading. (For example, to sort by client reference, click the
Client column heading.)
Click
Find/Order, indicate the item to sort on, leave the search text blank, and then click
OK.
Find a trust card
You can easily locate a specific trust card:
1. From the View menu, click Cards.
2. On the “Trust Cards” window, click Find/Order.
3. On the "Find/Order" window, indicate the item to search for.
4. Type in the text to search for and then click
OK.
HandiTrust 2015 will highlight the trust card that is the closest match to your search criteria.
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Chapter 3. Trust cards HandiTrust 2015
Make a card Active or Inactive
You may want to prevent transactions from being recorded against a specific trust card. To do this, mark the trust card as Inactive.
1. From the View menu, click Cards.
2. On the “Trust Cards” window, highlight the required trust card and then click Active.
The indicator in the “A” column will change. Active trust cards have an “A” displayed against them.
Tip: The Active button toggles a trust card between being Active and Inactive.
Print a trust card's statement
For instructions on printing trust card statements, see Chapter 15, "Statements".
Delete a trust card
Tip: You can only delete a trust card if no transactions have been recorded against the card. If transactions have been recorded against the card, instead of deleting the trust card, make the card inactive.
To delete a trust card:
1. From the View menu, click Cards.
2. On the “Trust Cards” window, highlight the required trust card, and then click
Delete.
3. Click OK.
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Chapter 4. Client database
The Client database records your client's personal details, and is used by all HandiSoft programs.
The Client database is viewed and maintained from the "Clients" window.
HandiTrust and the Client database
As you enter transactions into HandiTrust 2015, you use the following databases:
Client database;
Firm database;
Bank Account database;
Activities database;
Categories database;
These databases must be established before you begin entering transactions. Once you have entered transactions, you can return to these databases, update existing records and add new information. You can only delete records from these databases if (a) no transactions are recorded against the record and (b) your Ruling Body allows deletions.
Each HandiTrust 2015 transaction is recorded against a trust card. Before you create new firm and activity entries in HandiTrust 2015, you must understand how trust cards are used. For further information, see Chapter 3, "Trust Cards".
Opening the Client database
To open the Client database, do one of the following:
On the Access Panel, click Clients. The button will change to Hide Clients when the Client database is displayed.
Press F3.
From the Clients menu, click View.
Click the button.
The "Clients" window will then open.
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Chapter 4. Client database HandiTrust 2015
Figure 8: The “Clients” window
Configuring the Clients window
The “Clients Options” window enables you to specify the information to be displayed on the main clients window.
1. From the Options menu, click Clients to open the “Clients Options” window.
Figure 9: The "Clients Options" window
2. Set the required options and click OK. To restore the factory default settings, click defaults.
Information in the last four columns
You can specify the information to be displayed in the last four columns on the main “Clients” window.
1. From the Options menu, click Clients to open the “Clients Options” window.
2. Under Client Browser’s Last Four Columns, select the information to be displayed in the
Fourth Last, Third Last, Second Last and Last columns.
3. Click OK to confirm your selection and close the “Clients Options” window.
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HandiTrust 2015 Operating the Client database
Hiding phone and email information
You can specify that client phone and email information is not displayed on the main “Clients” window.
1. From the Options menu, click Clients to open the “Clients Options” window.
2. Under Phone / Email Options, select the Hide Phone / Email Details check box to hide the client phone and email information on the “Clients” window.
3. Click OK to confirm your selection and close the “Client Options” window.
Access panel display options
You can specify whether and how the Access Panel is displayed on the main “Clients” window.
1. From the Options menu, click Client Display to open the “Client Display Options” window.
Figure 10: The "Client Display Options" window
2. Under
Sidebar Options, select the Hide Sidebar check box if you do not want to Access
Panel to be displayed.
3. Under Sidebar Icons Size, you can select whether the Access Panel buttons are to be large or small.
4. Under Display Options on Client Selection, select the Hide Client List check box if you do not want the client list to be displayed once you have selected a client.
5. Click OK to confirm your selection and close the “Client Display Options” window.
Operating the Client database
You can perform the following operations in the Client database:
List selected clients only
When you enter or edit clients in the "Clients Detail" window, you can allocate them to a specific partner, manager, staff member and office. You can also indicate whether the client is current or not.
When you list the clients in the “Clients” window, you can use the Client Type field to display only those clients who are current or those who are not. You can use the
ID Type and ID
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Chapter 4. Client database HandiTrust 2015
Member fields to display only those clients that have been allocated to a specific partner, manager or office.
For information on partners, managers and offices, please refer to the "Advanced Features
2015" manual.
Partners and managers
To set a user to be a partner and/or manager:
1. From the View menu, click Users to open the "Users" window.
Figure 11: The "Users" window
2. Highlight the user to be designated a partner or manager.
3. In the Partner and Manager columns, select either or both check boxes.
The selected user names will be available for selection under ID in the “Clients Detail” window.
Offices
If you are running your business from more than one office, you can enter the offices in
HandiTrust 2015. When you add or edit clients in the “Clients Detail” window, you can allocate them to the appropriate office. When you open the “Clients” and “Client Details” window, you can then select to view and edit only those clients attached to a selected office.
1. From the
View menu, click Offices. The “Offices” window will open.
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Figure 12: The "Offices" window
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HandiTrust 2015 Operating the Client database
2. Use the New, Edit and Delete buttons to set up your offices as required.
The offices listed will be available for selection in the Office field in the “Clients Detail” window.
3. Click Save and then Close to exit the “Offices” window.
Create a client
To manually add clients into the Client database:
1. Press F3 to open the “Clients" window.
2. On the "Clients" window, click New.
The “Clients Detail” window will open.
Figure 13: The “Clients Detail” window
Tip: The View button toggles between the "Clients" and the "Clients Detail" window.
For example, if you click View from within the "Clients Detail" window, you will be returned to the "Clients" window.
3. Complete the “Clients Detail” window.
4. Click
Save and then Close.
Tip: For information on the "Clients" and "Clients Detail" windows, press F1 to display the online help.
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Chapter 4. Client database HandiTrust 2015
Copy details from another client
If you are adding a client that has the same address, phone number and email information as an existing client, you can use the
Copy details button to speed up your data input.
1. On the “Clients Detail” window, complete the
Details fields.
2. Click
Copy details, and then OK on the “Attention” window.
3. On the “Client selection” window, highlight the client from which the details are to be copied.
4. Click Select.
On the “Clients Detail” window, the Addresses, Phone Numbers and Email Addresses fields will be automatically completed.
Edit a client
To edit a client's personal details:
1. Press F3 to open the "Clients" window.
2. Highlight the required client and then click Edit.
The “Clients Detail” window will open.
3. Make the required changes, click Save, and then click Close.
Change a client’s Type
Clients in the database can have their Type set to Current or Non-current. To change a client’s Type, do the following:
1. If necessary, press
F3 to open the main “Clients” window.
2. Highlight the required client and click
Edit to open the “Clients Detail” window.
3. Under ID, in the Type field, select Current or Non-current. If you set the client to Noncurrent, today’s date will be automatically inserted into the Non-Current Date field. If you change the client from Non-current to Current, the Non-Current Date field will be cleared.
Alternatively, you can enter a date in or clear the Non-Current Date field. You will be asked if the client’s type is to be changed accordingly.
Click OK to change the client’s Type.
Accessing the Client Portal
The Client Portal provides a secure and convenient way of transferring documents between you and your clients.
To manage a client’s access to the Client Portal, on the “Clients Detail” window, in the
Client
Portal field click to open the “Client Portal Configuration for” window.
For more information on the Client Portal, see the Document Manager User Manual.
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HandiTrust 2015 Operating the Client database
Delete a client
Caution: Before you delete a client from the Client database in any HandiSoft program, you must first delete that client's data from all HandiSoft modules. If you fail to delete all of the client's data before deleting the client, you may experience problems in the future when the client reference code is re-used for a new client.
To delete a client:
Tip: Please contact HandiSoft Support for up-to-date instructions on client deletion.
All Data can be deleted from a client in the following way:
1. Delete all of the HandiTrust 2015 transactions stored against the client:
From the View menu, click Transactions, highlight the transaction to delete, and then click
Delete.
Note: If there is no Delete button on the “Transactions” window, your Ruling Body does not permit the deletion of transactions. In that situation, you should not delete the client from your Client database.
2. Delete all of the client's transactions in all other HandiSoft programs.
3. Delete the client from the Client database:
From the Clients menu, click Delete.
HandiTrust 2015 will open the “Delete Client” window.
Figure 14: The "Delete Client" window
Caution: Only delete a client if no other HandiSoft module holds data for that client.
4. Highlight the relevant client and then click Delete.
You will be asked, “Delete This Record?”
5. If you are sure that the correct client will be deleted, click OK.
Tip: The HandiSoft Practice Manager program provides a safe and convenient method of deleting client records.
Find a client
You can easily locate a specific client in the Client database using the Find button.
1. From either the "Clients" window or the "Clients Detail" window, click Find.
The "Find/Order" window will open.
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Chapter 4. Client database HandiTrust 2015
Figure 15: The “Find/Order” window
2. Indicate how you want to locate the client. You can search using any of the following:
Reference code
Name
TFN
ABN
Telephone number
3. Type the search text.
4. Click OK to locate the client.
HandiTrust 2015 will highlight the client that is the 'closest match'.
Client extra details
If you have the Practice Manager program installed, you can store and retrieve additional client information from all your HandiSoft programs.
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Figure 16: The "Client Extra Detail" window
For more information on the Client Extra Details facility, please refer to the "Advanced Features
2015" manual.
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HandiTrust 2015 Operating the Client database
Tag/Untag clients
To perform an operation on a group of clients (e.g. printing), you must tag the required clients.
To tag/untag a client:
To tag a client:
1. Press
F3 to open the "Clients" window
2. Highlight the required client and click
Tag
Tagged clients are displayed in bold.
Tip: The Tag button both tags and untags the highlighted client.
Tip: You can also untag clients from the "Tagged Clients" window.
To jump from one tagged client to the next:
In the "Clients" window, use the next.
buttons to quickly move from one tagged client to the
To view tagged clients:
To view the all tagged clients at once:
From the Clients menu, click Tagged.
The “Tagged Clients” window will open, listing the names and reference codes of the currently tagged clients.
Figure 17: The “Tagged Clients” window
Record a client note
Within the Client database, you are able to attach multiple notes to each client. The information that you can include in a client note is unlimited. For example, you may want to record the date you received financial information from a client, or information relating to the client’s proposed business venture.
To create a client note
1. Press F3 to open the "Clients" window.
2. On the "Clients" window, highlight the client.
3. Click Notes. The "Client Notes For" window will open, listing the notes currently attached to the client.
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Chapter 4. Client database HandiTrust 2015
Tip: To limit the notes listed to those with a specific note type, in the Type field, select the required note type. Select
All to show all the client notes.
Figure 18: The "Client Notes For" window
4. Click New to open the “Client Note” window.
Figure 19: The "Client Note" window
5. Enter details of the note. In the Note Type field, select the applicable type for the note. You can select a default not type or a custom one that has been previously added.
6. Click
Save and Close.
Client note types
When you add a note you can select a default or custom note type for it. This enable you to limit client notes listed in the “Client Notes For” window to a specified type.
To add a custom note type, do the following.
1. From the Options menu, click Client Note Types to open the “Client Note Types” window.
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Figure 20: The "Client Note Types" window
2. Click Add to add a new note type. On the “Add Note Type” window, enter a name for the note type and click Ok.
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HandiTrust 2015 Sending SMS messages to clients
Tip: To discard all the custom note types and revert to only the default types, click
Default.
3. Click Ok to save your changes and exit the “Client Note Types” window.
The Client Notes report
You can generate a report that lists that lists notes attached to all or specified clients.
1. From the
Reports menu, point to clients and then click Client Notes Report to open the
“Client Notes Report” window.
Figure 21: The "Client Notes Report" window
2. Complete the fields to specify the client notes to be included.
3. Click Query to run the report.
Sending SMS messages to clients
If you have purchased the optional HandiSoft Notify SMS module, you can send SMS messages to clients with a recorded mobile telephone number.
1. On the main “Clients” window, highlight the client to be the recipient of the SMS message.
Tip: If you want to send an SMS message to more than one client, tag the recipients
and highlight one of them.
2. Click
View to open the “Clients Detail” window.
3. Under
Phone Numbers, highlight the required mobile number and click SMS.
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Chapter 4. Client database HandiTrust 2015
4. Complete the “SMS Message” window fields as required and click Send to send the SMS message.
For more information on SMS messaging, refer to the “HandiSoft Advanced Features 2015” manual.
Client reference codes
The Ref column of the "Clients" window displays the client reference codes. HandiTrust 2015 caters for different styles of client reference codes. These are discussed below.
Note: The "Clients Options" window is used to define the user name specific reference codes
(discussed below).
Default client reference codes
HandiTrust 2015 can automatically create client reference codes for you. There are two different styles of client reference codes.
Tip: We recommend the use of Standard reference codes.
Standard reference codes
HandiTrust 2015 can assign a client reference code when a new client is being input into the
Client database. Standard client reference codes take the form of four alpha characters followed by a unique four-digit number.
To have HandiTrust 2015 assign the reference code, when you are creating a new client , leave
the Ref field blank and complete all other relevant fields. For detailed information on creating
clients, see " Create a client " on page 31.
Example: If you created a new client, Mr Joe Smith, using standard reference codes, Joe would be assigned a reference code of SMIT0001.
User name specific reference codes
HandiTrust 2015 can use a different style of client reference code based on which user initially adds the client into the client database. This feature could be used where:
Each user in the firm is to use their own style of client reference codes or
HandiTrust 2015 has been installed on two different stand-alone computers (that is, the computers don’t share a common Client database). To prevent the same reference code being assigned to two different clients, each computer will use a different client referencing style.
To use User Name Specific reference codes, complete the Ref Start field in the “Clients
Options” window.
Example: If the digit 9 was entered into the Client Reference Start field, and you then created a new client, Joe Smith, Joe would be assigned a reference code of SMIT9001.
User defined client reference codes
Where your firm does not like the default client references that HandiTrust 2015 assigns, you can specify your own client reference codes. When you add clients into your Client database, it will be necessary to
physically type the reference code into the Ref field.
Example: ABC Accounting wants to assign client reference codes as the first four letters of the surname, followed by the client’s initials. When creating a new client, Joe Smith, they would type ”SMITJ” into the Ref field.
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Chapter 5. Firm database
In HandiTrust 2015, the firm typically represents the business, company, or accounting practice that manages trust accounts. Every trust card must involve a firm (i.e. every trust card will contain a firm reference).
The Firm database records:
Details of your accounting practice
A default service fee (optional)
Default handling fees (optional)
HandiTrust 2015 requires you to establish at least one firm in the Firms database.
You can record multiple firms in the Firms database. You may want to create multiple firms to identify different branches, divisions or partners in your practice. Please note that most
HandiTrust 2015 users will have only one firm.
Caution: The number of firms you create has a direct impact on the number of Trust
Cards that each client will have. For detailed information on Trust Cards, see " in Chapter 3,
"Trust cards".
The Firm database is operated from the “Firms” window.
HandiTrust and the Firm database
The Firms database must be established before you begin entering transactions.
Each transaction that you enter will be linked to a firm in your Firm database. Once a firm has had transactions associated with it, you cannot delete that firm from the Firms database.
Note: Each HandiTrust 2015 transaction is recorded against a trust card. Before you create your Firm database, you must understand how trust cards are used. For further information, see
Chapter 3, "Trust cards".
Opening the Firm database
To open the Firm database:
From the View menu, click Firms. The “Firms” window will open.
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Chapter 5. Firm database HandiTrust 2015
Figure 22: The “Firms” window
Operating the Firm database
You can perform the following operations in the Firm database:
Create a firm
1. From the
View menu, click Firms to open the “Firms” window.
2. Click
New. The “Firm Detail” window will open.
Figure 23: The “Firm Detail” window
3. Complete the “Firm Detail” window.
4. Click Save and then Close.
Tip: For information on the “Firm Detail” window, press F1 to display the online help.
Select a firm
When you enter transactions into HandiTrust 2015, you must indicate the firm to which the transaction relates. You do this by selecting the required firm from the “Firms” window.
To select the required firm, in the “Firms” window, highlight the firm and then click Select.
Edit a firm
To alter a firm's details, including its default service and handling fees:
1. From the View menu, click Firms. The “Firms” window will open.
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HandiTrust 2015 Service fees
2. Highlight the firm to be edited, and click Edit. The “Firm Detail” window will open, displaying details of the highlighted firm.
3. Amend the “Firm Detail” window as required.
4. Click Save and then Close.
Delete a firm
You can only delete firms from the Firm database if no transactions have been associated with the firm.
1. If the firm has transactions recorded against it, delete those transactions first.
To delete transactions, from the View menu, click Transactions. Highlight the transaction to remove and then click Delete.
Note: If the "Transactions" window does not have a Delete button, your Ruling Body does not permit the deletion of transactions.
2. Once you have deleted all of the transactions association with the firm, you can delete the firm. To delete the firm:
From the View menu, click Firms. The “Firms” window will open.
Highlight the required firm and click Delete.
View a firm's details
To view a firm's details:
1. From the View menu, click Firms. The “Firms” window will open.
2. Highlight the firm to be viewed, and click
View.
The “Firm Detail” window will open, displaying the firm's full details.
Service fees
A service fee is an amount that you charge a client for services rendered.
For example, Ms Alpin receives an ATO Refund of $250. You have invoiced Ms Alpin for $150, and have received instructions that this amount is to be deducted from her ATO Refund. We refer to the $150 as a service fee.
When you charge a client a service fee, the following occurs:
1. The value of the service fee is transferred from the client's trust card to your firm's trust card.
At this stage, the balance of the trust bank account has not changed. You have simply transferred money from one trust card to another. (Both the client's trust card and the firm's trust card form part of the trust bank account).
2. You process a Firm Payment transaction to withdraw money from your firm's trust card.
When you withdraw funds from your firms trust card, money is removed from the trust bank account. Consequently, the balance of the trust bank account is reduced.
When you record a service fee in HandiTrust 2015, you can either
manually enter the value of the service fee; or
have HandiTrust 2015 automatically enter a default service fee.
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Chapter 5. Firm database HandiTrust 2015
Default service fees
Default service fees enable HandiTrust 2015 to automatically complete the service fee value as you process transactions. Using HandiTrust 2015, you can establish a default service fee for each firm in the Firms database.
You can create the following types of default service fees:
Flat-rate service fee.
You will use a flat-rate service fee when your firm generally invoices its clients the same amount.
Variable-rate service fee.
HandiTrust 2015 can use the value of the Balance field in the Client database as the service fee amount. This enables you to have a different service fee for each client, and have HandiTrust 2015 automatically enter the service fee.
Note: For each firm record in the Firms database, you can establish both a flat-rate and variable-rate service fee. The variable-rate service fee has priority. Consequently, where you have established both a flat-rate and a variable-rate service fee, HandiTrust 2015 will enter the flat-rate service fee only where the client's Balance field is zero. In all other circumstances,
HandiTrust 2015 would enter the variable-rate service fee.
To nominate a flat-rate service fee:
To establish a flat-rate service fee:
1. From the View menu, click Firms to open the “Firms” window.
2. Highlight the required firm and then click
Edit to open the “Firm Detail” window.
3. In the
Service Fee field, type the flat-rate service fee.
4. Click Save and then Close.
To nominate a variable-rate service fee:
To nominate a variable-rate service fee:
1. From the View menu, click Firms to open the “Firms” window.
2. Highlight the required firm and then click Edit to open the “Firm Detail” window.
3. Select the Use Client Balance check box.
4. Click Save and then Close.
Where does the service fee go?
Imagine that you entered an ATO Refund transaction to record the deposit of a $250 ATO
Refund into the trust bank account. Of this $250, your firm has charged $150 as a service fee.
After you enter the ATO refund, HandiTrust 2015 does not automatically create a cheque to pay your firm the $150. Instead, HandiTrust 2015 transfers the service fee amount from the client's trust card to the firm's trust card. The balance of the bank account will not alter because the funds are still in the bank account. The amount of the service fee simply moves from one card to another.
To withdraw the service fee amounts from the trust bank account, you must process a Firm
Payment transaction (see Chapter 10, "Entering Transactions"). HandiTrust 2015 will then create a payment, withdrawing money from the firm's card and decreasing the balance of the trust bank.
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HandiTrust 2015 Handling fees
Handling fees
A handling fee is a nominal amount that you deduct from a client’s trust card to cover your firm’s processing costs.
When you charge a handling fee, the following occurs:
1. The value of the handling fee is transferred from the client's trust card to your firm's trust card.
At this stage, the balance of the trust bank account has not changed. You have simply transferred money from one trust card to another. (Both the client's trust card and the firm's trust card form part of the trust bank account).
2. You process a Firm Payment transaction to withdraw money from your firm's trust card.
When you withdraw funds from your firms trust card, money is removed from the trust bank account. Consequently, the balance of the trust bank account is reduced.
Tip: Handling Fees are transferred from the client’s trust card to your firm’s trust card. To withdraw the Handling Fee from the bank account, you must process a
Firm Payment transaction (see Chapter 10, "Entering Transactions").
When you record a handling fee in HandiTrust 2015, you can do either of the following:
Have HandiTrust 2015 automatically enter a default handling fee.
Manually enter the value of the handling fee.
Note: HandiTrust 2015 does not apply handling fees to ATO Refund transactions. Handling fees are applied only to Client Payment and Client Receipt transactions.
Default handling fees
Default Handling Fees are stored in the Firms database.
Once you have established the default handling fees, the value of handling fees will automatically be inserted as you input transactions. You can override the value of the default handling fees at the time of data entry.
To create default handling fees:
1. From the
View menu, click Firms to open the “Firms” window.
2. Highlight the required firm and then click
Edit to open the “Firm Detail” window.
3. In the Handling For Payments field, enter the amount to charge the client every time you record a Client Payment transaction.
4. In the
Handling For Receipts field, enter the amount to charge the client each time you record a Client Receipt transaction.
5. Click Save and then Close.
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Chapter 6. Bank Account database
HandiTrust 2015 maintains a Bank Account database, in which you record details of the trust bank account(s) that you are managing. You are required to create at least one bank account in HandiTrust 2015.
The Bank Account database is operated from the “Bank Accounts” window.
HandiTrust and the Bank Account database
Every trust card must involve a bank account (i.e. every trust card will contain a bank account reference); also, every transaction item will involve a bank account.
Consequently, you must establish the trust bank account(s) in HandiTrust 2015 before you can enter transactions. In addition, once you have associated transactions with a bank account, you cannot delete that bank account from the Bank Account database.
Each HandiTrust 2015 transaction is recorded against a trust card, and your understanding of the trust card is fundamental to your use of HandiTrust 2015. Consequently, we recommend that you read Chapter 3, "Trust cards".
Opening the Bank Account database
To open the Bank Account database:
From the
View menu, click Bank Accounts.
The “Bank Accounts” window will open.
Figure 24: The “Bank Accounts” window
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Chapter 6. Bank Account database
Operating the Bank Account database
You can perform a number of functions from within the Bank Account database:
HandiTrust 2015
Create a bank account
1. From the View menu, click Bank Accounts. HandiTrust 2015 will open the “Bank
Accounts” window.
2. Click New. The “Bank Account Detail” window will open.
Figure 25: The “Bank Account Detail” window
3. Complete the “Bank Account Detail” window.
4. If you intend using this bank account for EFT transactions, under Bank Details, in the
Code field, click and select the financial institution code from the “Financial Institutions” window. You must also ensure that the BSB and account number are correctly entered in the BSB and Account No fields.
5. Click Save and then Close.
Tip: For information on the “Bank Account Detail” window, press F1 to display the online help.
Select a bank account
When you input transactions into HandiTrust 2015, you must indicate the bank account to which the transaction relates. You do this by selecting the required bank account from the “Bank
Accounts” window.
To select the required firm, in the Bank Accounts window, highlight the bank account and then click
Select.
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HandiTrust 2015 Clearance days
Edit a bank account's details
1. From the View menu, click Bank Accounts to open the “Bank Accounts” window.
2. Highlight the bank account to be edited, and click Edit.
The “Bank Account Detail” window will open, displaying details of the highlighted bank account.
3. Amend the “Bank Account Detail” window as required.
4. Click Save and then Close.
Delete a bank account
You can only delete bank accounts from the Bank Accounts database if no transactions have been associated with the account.
Note: Reversing a transaction does not delete the transaction from HandiTrust 2015.
Consequently, reversed transactions are still linked to a bank account.
1. If the bank account has transactions recorded against it, delete those transactions first.
To delete transactions, from the
View menu, click Transactions. Highlight the transaction to remove and then click Delete.
Note: If the "Transactions" window does not have a Delete button, your Ruling Body does not permit the deletion of transactions.
2. Once you have deleted all of the transactions association with the bank account, you can delete the account. To delete the account:
From the View menu, click Bank Accounts. The "Bank Accounts" window will open.
Highlight the required bank account and then click Delete.
View a bank account's details
1. From the View menu, click Bank Accounts to open the “Bank Accounts” window
2. Highlight the required bank account and click View.
The “Bank Account Detail” window will open, displaying the account's full details.
Clearance days
APS 10 requires that you maintain a positive balance in each trust card. It is therefore important that you do not withdraw deposited funds until the deposit has cleared the bank account.
To ensure that you do not withdraw funds prematurely, HandiTrust 2015 can make deposits
'unavailable' for withdrawal for a set number of days (the clearance days). You must define the clearance days in the “Bank Account Detail” window.
Tip: Cheques received from the ATO might clear the bank account in less time than cheques received from other sources. Consequently, you must define the number of clearance days for (a) ATO cheques and (b) general cheques.
Manually override the clearance days
You can manually override when deposited funds become available.
1. From the View menu, click Receipts.
HandiTrust 2015 will open the “Receipts” window.
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Chapter 6. Bank Account database HandiTrust 2015
Figure 26: The "Receipts" window
The “Receipts” window shows all receipt transaction items.
2. Highlight the required receipt item and then click Edit.
HandiTrust 2015 will open the “Transaction Item Detail” window.
Figure 27: The "Transaction Item Detail" window
3. In the Available field, type in the date on which the funds can be withdrawn from the bank account.
4. Click Save and then Close.
HandiTrust 2015 will update the transaction's clearance days. If the new clearance day is equal to, or is before today's date, you can withdraw the funds from the trust card.
Reconcile the bank account
Bank reconciliations should be performed regularly to ensure that the transactions processed by the bank agree with the transactions in HandiTrust 2015.
If your Ruling Body is set to CPA, HandiTrust 2015 will prompt you to reconcile the bank on a regular basis. HandiTrust 2015's bank reconciliation reminders are optional if your Ruling Body is set to None or ICAA.
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HandiTrust 2015 Reconcile the bank account
Configuring the reconciliation reminder
HandiTrust 2015 can prompt you to perform a bank reconciliation after a set number of days
(the warning days) have elapsed since the last successful bank reconciliation.
Figure 28: Reconciliation warning message
If the Ruling Body Type is set to:
CPA Australia - HandiTrust 2015 will automatically prompt you to perform reconciliations.
All you need to do is enter the required Warning Days.
ICAA, NIA or None – You can optionally have HandiTrust 2015 prompt you to perform bank reconciliations. To alter the setting, from the Options menu, click Ruling Body, and then alter the Regular Bank Reconciliation setting.
Entering the Warning Days
To define the number of days that will elapse before HandiTrust 2015 prompts you to perform a bank reconciliation:
1. From the View menu, click Bank Accounts.
2. On the “Bank Accounts” window, highlight the relevant bank account.
3. Click Edit.
4. On the “Bank Account Detail” window, under Reconciliation, type in the value in the
Warning Days field.
5. Click Save and then Close.
Performing a bank reconciliation
To perform a bank reconciliation:
1. From the View menu, click Bank Accounts.
2. Highlight the required bank account and then click Reconciliation.
The "Bank Reconciliation" (summary) window will open.
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Chapter 6. Bank Account database HandiTrust 2015
Figure 29: The “Bank Reconciliation” (summary) window
3. Complete the “Bank Reconciliation” (summary) window and then click
OK.
HandiTrust 2015 will open the "Bank Reconciliation" (detail) window, which lists transactions that have not already been marked as cleared in the “Receipts”, “Payments” and
“Processed EFT Transactions” windows.
Figure 30: The “Bank Reconciliation” (detail) window
4. Clear all transactions that appear on your bank statement by entering the Clearance Date and and clicking Clear. The first column will display a ‘C’, indocating that the transaction has been cleared.
5. Click Post to post all the cleared transactions.
6. If the “Bank Reconciliation” (detail) window states:
Reconciled – you have successfully reconciled the bank account. To print the Bank
Reconciliation Report, click Report and then Print.
Unreconciled – you have not completed the reconciliation successfully. Compare
HandiTrust 2015 to your bank statement. The source of the problem may be (a) transactions marked as cleared even though they are not listed on the bank statement;
(b) transactions that appear on the bank statement and which have not been entered into HandiTrust 2015; (c) transactions that appear on the bank statement which have not been marked as cleared in HandiTrust 2015.
You may need to change the status of a transaction from cleared to uncleared.
Manually clearing and unclearing a transaction
When you reconcile your bank account, only uncleared transactions are displayed in the "Bank
Reconciliation" (detail) window. If you have accidentally cleared a transaction, you must manually edit the transaction to mark it as uncleared.
1. For receipt transaction items:
From the
View menu, click Receipts. The “Receipts” window will open.
2. For payment transaction items:
From the View menu, click Payments. The “Payments” window will open.
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HandiTrust 2015 Reconcile the bank account
3. For EFT transactions:
From the View menu, click EFT Batches. The “Processed EFT Transactions” window will open.
4. Highlight the required transaction item and then click Cleared. For EFT transactions, highlight the ABA file with the required transactions, and click
Clear.
Note: The Cleared and Clear buttons toggle the transactions’ cleared status.
Tip: In the “Receipts”, “Payments” and “Processed EFT Transactions” windows, a ‘C’ in the “C” column indicates cleared transactions.
5. Click Post to post the cleared items.
When is a bank reconciliation successful?
A bank reconciliation is successful if there is no difference between the bank account balance in
HandiTrust 2015 and the adjusted bank statement balance. When your bank reconciliation has been successful, the "Bank Reconciliation" (detail) window will state that the bank account has been reconciled.
Figure 31: A successful bank reconciliation
Once you have successfully reconciled the bank account, HandiTrust 2015 updates the “Bank
Account Detail” window, stating the date on which the account was successfully reconciled.
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Figure 32: The date of the last successful reconciliation
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Chapter 7. Activities database
Activities are used as a way of differentiating trust cards. The use of Activities is optional. The advantage of using Activities is that they give HandiTrust 2015 more flexibility and capability, particularly for very large firms.
Example: Imagine that you have a client (Peach), who is serviced by your firm (ABC
Accounting), using a bank account (123). If you perform taxation and audit work for Peach using bank account 123, you may want to have separate trust cards: one trust card for tax work, and the other for audit.
Note: For detailed information on trust cards, see Chapter 3, "Trust cards".
Opening the Activities database
To open the Activities database:
From the
View menu, click Activities.
The "Activities" window will open.
Figure 33: The “Activities” window
Operating the Activities database
You can perform a number of functions from within the Activities database.
Create a new Activity
To create a new Activity:
1. From the View menu, click Activities. The "Activities" window will open.
2. Click New.
3. Complete details of the Activity's reference code and description.
4. Click Save and then Close.
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Chapter 7. Activities database HandiTrust 2015
Edit an Activity
To edit the details of an existing Activity:
1. From the View menu, click Activities. The "Activities" window will open.
2. Highlight the required Activity and then click Edit.
3. Amend the Activity's details as required.
4. Click Save and then Close.
Delete an Activity
You can only delete activities from the Activities database if no transactions have been associated with the activity.
Note: Reversing a transaction does not delete the transaction from HandiTrust 2015.
Consequently, reversed transactions still link to the Activity.
To delete an Activity:
1. From the View menu, click Activities. The "Activities" window will open.
2. Highlight the required Activity and then click Delete.
3. Click OK to the "Delete this Record?" message.
4. Click Save and then Close.
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Chapter 8. Categories database
Every HandiTrust 2015 transaction is assigned to a specific category. This enables various transaction types to be distinguished from each other. This then enables the generation of reports for specific transaction types.
HandiTrust 2015 includes the following default categories:
ATO Refund
Client Adjustment
Client Payment
Client Receipt
Firm Adjustment
Firm Payment
Firm Receipt
Journal Entry
Service Fee
The HandiTrust 2015 default categories link to the various data entry options. This results in the categories being automatically assigned to each transaction. For example, if you recorded the deposit of a client's ATO Refund using the View menu's ATO Refund option, the transaction is automatically assigned to the ATO Refund Category. This is illustrated below:
You can record a default narration against each category. This results in the narration automatically being entered each time you record a transaction against that category.
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Chapter 8. Categories database HandiTrust 2015
Generally, the default categories distributed HandiTax will meet the requirements of your firm.
However, if you require greater flexibility with your HandiTrust 2015 reports, you can create additional categories (for example, you could create categories for partners or staff).
Opening the Categories database
To open the Categories database:
From the View menu, click Categories.
The "Categories" window will open.
Figure 34: The “Categories” window
Operating the Categories database
You can perform the following operations in the Categories database:
Create a category
1. From the View menu, click Categories. The "Categories" window will open.
2. Click New.
The "Category Detail" window will open.
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Figure 35: The “Category Detail” window
3. Complete the “Category Detail” window.
4. Click
Save and then click Close.
Tip: For information on the “Category Detail” window, press F1 to display the online help.
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HandiTrust 2015 Linking a category to an Input option
Edit a category
1. From the View menu, click Categories. The "Categories" window will open.
2. Highlight the required category and then click Edit.
The "Category Detail" window will open, displaying details of the highlighted category.
3. Amend the information in the "Category Detail" window as required.
4. Click Save and then click Close.
Create an automatic transaction narration
HandiTrust 2015 can complete the Narration field in each data entry automatically. All you need to do is type the standard narration into the relevant category.
For example, to create a standard narration that would be applied to ATO Refund transactions, you would type a narration into the ATO Refund category.
To record a standard narration against a category:
1. From the View menu, click Categories to open the "Categories" window.
2. Highlight the required category and then click
Edit to open the "Category Detail" window.
3. In the
Narration field, type your standard narration.
4. Click Save and then click Close.
This will save the standard narration. The next time you create a transaction using this category, HandiTrust 2015 will automatically complete the Narration field in the data entry window.
Delete a category
Please note that the permanent (default) HandiTrust 2015 categories cannot be deleted.
Categories that your practice has created can be deleted if no transactions are linked to the category.
To delete a non-permanent category:
1. From the View menu, click Categories to open the "Categories" window.
2. Highlight the required category and then click Delete.
3. Click OK to the "Delete this record" message.
4. Click Save and then click Close.
View a category
To view a category's details:
1. From the View menu, click Categories to open the "Categories" window.
2. Highlight the required category and then click
View.
The "Category Detail" window will open, displaying detailed information on the category.
Linking a category to an Input option
When you enter a transaction using the Input menu, category information is entered against the transaction. To make your data entry fast, HandiTrust 2015 assigns a default category to each transaction type. You can alter these default categories if required.
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Chapter 8. Categories database
To alter the default categories
1. From the Options menu, click Data Entry.
HandiTrust 2015 will open the “Data Entry Options” window.
HandiTrust 2015
Figure 36: The “Data Entry Options” window
2. Under Categories, link a category to each data entry window. Simply:
Place the cursor in the correct location.
Press
F2 or click the associated button. The "Categories" window will open.
Highlight the required category and then click Select.
3. Once you have completed the “Data Entry Options” window, click OK.
Manually override the category
You can override the category assigned to a transaction at the following times:
During data entry
After the transaction has been saved.
To override the category during data entry
To override the category while you are completing the data entry window:
1. In the data entry window, in the Category field click the button.
The "Categories" window will open.
2. Highlight the required category and then click Select.
3. Finish completing the data entry window and then click Save.
To correct the category of a saved transaction
Once a transaction has been entered, you can change its category as follows:
1. From the View menu, click Transactions to open the “Transactions” window.
2. Highlight the relevant transaction and then click Edit.
The “Transaction Detail” window will open.
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HandiTrust 2015 Linking a category to an Input option
Figure 37: The "Transaction Detail" window
3. In the Category field, click the button to open the "Categories" window.
4. Highlight the required category and click
Select.
5. Click Save and then Close.
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Chapter 9. Opening balances
If this is the first time your firm has used HandiTrust 2015, you may need to input opening trust card balances. Before you input opening balances, you must correctly install and configure
HandiTrust 2015. (See Chapter 1, "Installation and configuration").
When you input opening balances into HandiTrust 2015, you must input the opening balances for your clients and your firms separately.
Tip: Remember that the trust bank account is broken down into a number of cards. You must input an opening balance for each card. The total balance of all cards will equal the balance of the bank account.
Entering client opening balances
Where the trust bank account contains client money; you must input the clients' opening balances in three steps:
1. Cleared balance of each card
For those transactions that have been cleared through the trust bank account: create a
Client Adjustment for each client.
2. All uncleared deposits
You must input each uncleared transaction as a separate entry. This will enable you to reconcile the bank account in the future. Input each uncleared deposit as a Client Receipt.
3. All uncleared payments
You must input each uncleared transaction as a separate entry. This will enable you to reconcile the bank account in the future. Input each uncleared payment as a Client
Payment.
For instructions on how to input Client Adjustments, Receipts and Payments, see Chapter 10,
"Entering Transactions".
Entering firm opening balances
Where the trust bank account contains money that belongs to your firm, you must input the firms’ opening balances in three steps:
1. Cleared balance of each card
For those transactions that have cleared through the trust bank account, create a Firm
Adjustment for each client.
2. All uncleared deposits
You must input each uncleared transaction as a separate entry. This will enable you to reconcile the bank account in the future. Input each uncleared deposit as a Firm Receipt.
3. All uncleared payments
You must input each uncleared transaction as a separate entry. This will enable you to reconcile the bank account in the future. Input each uncleared payment as a Firm Payment.
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Chapter 9. Opening balances HandiTrust 2015
For instructions on how to input Firm Adjustments, Receipts and Payments, see Chapter 10,
"Entering Transactions".
Check for data entry errors
After you have input all opening balances, print the Bank Account Cards report and check that the balance of each card is correct. If you discover any errors, the relevant transaction must be deleted or reversed (see Chapter 12, "Transaction maintenance") and then re-input.
To print the Bank Account Cards report:
1. From the Reports menu, point to Cards and then click Bank Account Cards.
HandiTrust 2015 will open the “Report” window.
Figure 38: The "Report" window
2. Delete any text displayed in the Filter Expression field.
3. In the As at: Date field, enter the date for which the report is to be run. This will default to the currnet date.
4. To include a full transaction list in the report, select the Detailed check box. In the Starting
at: Date field, enter the starting date of the transactions.
5. Click OK.
HandiTrust 2015 will display the Bank Account Cards report in the “Report Preview” window.
6. To print the report, click Print.
Reconciling the bank account
If the balances of all cards are correct, we recommend that you reconcile the bank account . By
reconciling the bank, you will confirm that each transaction has been correctly recorded.
For information on reconciling the bank account, see "Reconcile the bank account" in Chapter 6,
"Bank Accounts database".
Entering opening balances – an example
This is the first time ABC Accounting has used HandiTrust 2015. ABC has installed the program, and has completed all critical settings. HandiTrust 2015 has been set up with one bank account (number 123), one firm record (ABC Accounting), and no activities.
ABC Accounting is now ready to input opening balances. According to ABC's previous trust accounting program, the following balances exist in the account.
Card Balance
Client cards
Mrs Joan Smith
Mr Darryl Grey
800.00
246.00
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HandiTrust 2015 Entering opening balances – an example
Card
Firm cards
ABC Accounting
Total bank account balance
Balance
0
1046.00
Of these balances:
Mrs Joan Smith's balance is broken into two components:
A deposit of $300, which was deposited yesterday. Consequently, the amount has not been presented at the bank.
The remaining balance of $500 is made up from a number of transactions. Each transaction has been presented at the bank. ABC does not need to input each transaction separately; they can input the total cleared balance of $500.
Mr Darryl Grey's balance of $246 has been presented.
ABC's firm trust card had a balance of $500. Yesterday a cheque was drawn to withdraw the $500 from ABC's trust bank account and deposit it into ABC's working account.
Consequently, even though ABC's firm trust card has a balance of $0, ABC must input:
A cleared balance of $500.
An uncleared payment of $500.
These values combined will result in a zero balance on the firm card.
Step 1 – Enter the cleared balance of each client's card
The cleared balances that must be entered are:
Client Card Cleared Balance
Mrs Joan Smith
Mr Darryl Grey
$500
$246
ABC would input the cleared client balances as follows:
1. From the Input menu, click Client Adjustment.
HandiTrust 2015 will open the “Client Adjustment” window.
2. Under Card, click the button at the Client field. In the “Clients” window, highlight the entry for Mrs Joan Smith and click Select.
3. Under Details, type “500.00” in the Amount field.
4. Type in a suitable narration in the Narration field.
5. Click Save.
6. Repeat the previous steps to input the cleared balance for Mr Darryl Grey.
7. Click Close to exit the “Client Adjustment” window.
Step 2 – Enter each uncleared deposit for all client cards
The uncleared balances that must be entered are:
Client Card Uncleared Balance
Mrs Joan Smith $300
ABC would enter the uncleared client balance as follows:
1. From the
Input menu, click Client Receipt.
HandiTrust 2015 will open the “Client Receipt” window.
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Chapter 9. Opening balances HandiTrust 2015
2. Under Card, click the button at the Client field. In the “Clients” window, highlight the entry for Mrs Joan Smith and click Select.
3. Under Details, type “300.00” in the Cheque field.
4. Type in a suitable narration in the Narration field.
5. Click Save and then Close.
Step 3 – Enter all uncleared payments for all client card
This example does not contain any uncleared payments.
Step 4 – Enter the cleared balance of each firm card
Before ABC can record the uncleared payment of $500, they must firstly deposit $500 against the firm's trust card. To input the deposit:
1. From the Input menu, click Firm Adjustment.
HandiTrust 2015 will open the “Firm Adjustment” window.
2. Under Details, type “500.00” in the Amount field.
3. Type in a suitable narration in the Narration field.
4. Click Save and then Close.
Step 5 – Enter all uncleared deposits for all firm cards
This example does not include any uncleared deposits on ABC's trust card.
Step 6 – Enter all uncleared payments for all firm cards
To record the uncleared payment from ABC's trust card:
1. From the
Input menu, click Firm Payment.
HandiTrust 2015 will open the “Firm Payment” window.
2. Under Details, type “500.00” in the Payment Field.
3. Type in a suitable narration in the Narration field. For example, “Opening balance
(uncleared)”.
4. Click Save and then Close.
Step 7 – Check for data entry errors
To check for data entry errors, ABC prints the Bank Account Cards report and compares the balance of each trust card to information from their previous software package.
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HandiTrust 2015 Entering opening balances – an example
Step 8 – Reconcile the bank account
The final step is for ABC to reconcile the bank account.
1. From the View menu, click Bank Accounts.
HandiTrust 2015 will open the “Bank Accounts” window.
2. Highlight the required bank account, and click Reconciliation.
HandiTrust 2015 will open the “Bank Reconciliation” window.
3. Complete the "Bank Reconciliation" window with the following information:
Statement Date. Input the current date
Statement Balance. Input the current bank balance
Overdrawn. The account should not be overdrawn, so leave this check box cleared.
4. Click OK to open the detailed “Bank Reconciliation” window.
5. When the detailed "Bank Reconciliation" window opens, the window should state
"Reconciled". If it does not, your opening balances have not been entered using the correct menu options, or the Statement Balance was incorrectly entered.
6. Click
Report, and print a copy of the Bank Reconciliation report for your records.
7. Click Post.
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Chapter 10. Entering transactions
Tip: Before you begin entering data into HandiTrust 2015, it is important that you have a sound understanding of the operation of trust cards. Many problems experienced by
HandiTrust 2015 operators are due to a lack of understanding regarding trust cards.
Using HandiTrust 2015, you can record deposits of money into your trust bank account. There are two different ways of entering a deposit:
ATO refund
Other deposits
You can also record withdrawal of money from your trust bank account, and adjustments to the trust bank account.
Adjustments generally do not alter the overall balance of the trust bank account. This is because adjustments tend to move money from one trust card to another.
Note: The balance of your trust bank account equals the balance of all the trust cards associated with that bank account. Consequently, when you transfer funds from one trust card to another, the overall balance of the trust bank account does not change.
Tip: For information on the data entry windows, press F1 to display the online help.
Receiving a client’s ATO Refund
You can record the deposit of a client's ATO Refund in two ways:
Manually type the information into HandiTrust 2015.
Transfer the ATO Refund information from HandiTax.
Manually enter an ATO Refund
You can enter an ATO Refund manually via the "ATO Refund" window.
This may result in HandiTrust 2015 creating:
A receipt transaction item. The receipt transaction item records deposit of the ATO Notice of Assessment. This transaction item is always created.
A payment transaction item. The payment transaction item records withdrawal of part (or all) of the ATO Notice of Assessment from the trust bank account.
Two service fee transaction items. Where the your firm deducts a 'fee for services rendered' from the client's ATO Notice of Assessment, (a) a service fee transaction item is recorded against the client's trust card, reducing the balance of the client trust card; and (b) a service fee transaction item is recorded against the firm's trust card, increasing the balance of the firm trust card.
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Chapter 10. Entering transactions
To record an ATO Refund manually:
1. From the Input menu, click ATO Refund.
HandiTrust 2015 will open the "ATO Refund" window.
HandiTrust 2015
Figure 39: The “ATO Refund” window
2. Complete the “ATO Refund” window as required. Under Details, enter the amount received via cheque or EFT in the Cheque or EFT fields respectively.
3. If you are transferring the money to the client via EFT, select the
Pay by EFT check box and complete the account detail fields. If this is the first time, you can click to save the account details to the client record.
4. Click Save.
If you selected the appropriate forms, HandiTrust 2015 will print the receipt and cheque and letter.
HandiTrust 2015 will return you to the “ATO Refund” window, so that you can enter the next
ATO Refund.
5. To exit from the “ATO Refund” window, click Close.
Transferring information from HandiTax
You can transfer ATO refund information from HandiTax 2015 into HandiTrust 2015, thereby reducing the amount of typing required.
Note: The Transfer from HandiTax 2015 is available only for Individual tax returns. For other tax form types, you must manually input the information into HandiTrust 2015.
Before you can transfer information from HandiTax 2015, you must:
1. Configure HandiTax 2015.
2. Create and lodge the Tax Return.
3. Process the ATO Notice of Assessment.
4. Transfer ATO Refund information from HandiTax 2015.
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HandiTrust 2015 Receiving a client’s ATO Refund
Configuring HandiTax
Before you can transfer ATO Assessment information from HandiTax 2015 into HandiTrust
2015, you must correctly configure HandiTax:
1. Complete the “Front Cover Default” window.
HandiTax 2015 stores details of your firm’s postal address and trust account number in the
“Cover Defaults Options” window. HandiTax 2015 may insert this information onto the front cover of your clients’ tax returns.
To complete HandiTax’s Front Cover defaults:
In HandiTax 2015, from the Options menu, click Front Cover Defaults. The “Cover
Defaults Options” window will open.
Complete the details of your firm’s postal address.
Complete the details of your firm’s trust bank account.
Click OK.
2. Complete the Fee From Refund field.
The
Fee From Refund field in HandiTax 2015 affects where the ATO will send the client’s
Notice of Assessment. Before you create and lodge the client’s tax return:
In HandiTax 2015, from the Client menu, click Open Clients/Tax Forms.
Highlight the required client and tax form.
Click TaxForms and then Edit. The “Client’s Tax Forms Detail” window will open. The
Fee from Refund setting is displayed in the centre of this window.
Select Fee From Refund, click Save and then Close.
Processing the ATO Refund in HandiTax
Before you can transfer ATO Assessment notice information from HandiTax 2015 into
HandiTrust 2015, you must record that information in HandiTax as follows:
1. In HandiTax, from the
Client menu, click Assessment Notice.
2. In the
Tax File Number box, enter the client's TFN and then click OK. The “Assessment
Update” window will open.
3. Complete the “Assessment Update” window. The boxes which relate to the transfer to
HandiTrust 2015 are:
Notice Received On. This date becomes the transaction date in HandiTrust 2015.
Refund. Indicates if the client received a refund from the taxation office.
Assessment. Amount of the ATO refund.
Deposit in Trust Account. The account number of your trust bank account.
Note: This must be the number entered in the Account No field on the HandiTrust
2015 “Bank Account Detail” window, and not the number entered in the Account Ref field.
Amount. Dollar amount to be deposited into your firm's trust bank account.
Fee. Amount of any service fee.
Note: After you complete the Assessment Notice information, the \Hsoft\Data\Ht_Hta.Dat file will be created. This file is used to transfer information from HandiTax 2015 to HandiTrust
2015.
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Chapter 10. Entering transactions HandiTrust 2015
Transferring refund information from HandiTax
Once you have recorded details of the ATO Notice of Assessment in HandiTax, you are ready to transfer the information into HandiTrust 2015:
1. From the HandiTrust 2015 Tools menu, click HandiTax Transfer.
HandiTrust 2015 will open the “HandiTax Transfer” window.
2. Complete the “HandiTax Transfer” window and then click OK.
3. If you selected:
View transaction report - the “Report Preview” window will open. To return to the
“HandiTax Transfer” window, click OK.
Interactive transfer now - the “ATO Refund” window will open and details of the first
ATO Refund will be displayed. Modify the details as required and then click Save.
The next transaction will be displayed in the “ATO Refund” window. This process continues until all transactions in the Interactive Transfer have been processed.
Recording deposits to the trust account
Where you deposit ATO refunds into your trust bank account, you should input that information
using the “ATO Refund” window. For detailed information see “ Receiving a client’s ATO
For non-ATO refund deposits:
To enter deposits against a client trust card, see “ Entering a Client Receipt transaction ” on
page 72.
To enter deposits against a firm trust card, see “ Entering a Firm Receipt transaction ” on
page 73.
Entering a Client Receipt transaction
1. From the Input menu, click Client Receipt.
HandiTrust 2015 will open the “Client Receipt” window.
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Figure 40: The “Client Receipt” window
2. Complete the “Client Receipt” window and then click Save.
This may result in HandiTrust 2015 creating:
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HandiTrust 2015 Recording deposits to the trust account
A receipt transaction item. The receipt transaction item records deposit of funds onto the client trust card. This transaction item is always created.
Two handling fee transaction items. Where the your firm deducts a handling fee: (a) a handling fee transaction item is recorded against the client's trust card, reducing the balance of the client trust card; and (b) a handling fee transaction item is recorded against the firm's trust card, increasing the balance of the firm trust card.
3. If you selected a receipt form in the Print field, HandiTrust 2015 will print the receipt.
HandiTrust 2015 will return you to the “Client Receipt” window, so that you can enter the next Client Receipt.
4. To exit from the window, click Close.
Tip: For information on the “Client Receipt” window, press F1 to display the online help.
Entering a Firm Receipt transaction
1. From the
Input menu, click Firm Receipt.
HandiTrust 2015 will open the “Firm Receipt” window.
Figure 41:The "Firm Receipt" window
2. Complete the “Firm Receipt” window.
3. Click
Save.
This will result in HandiTrust 2015 creating a receipt transaction item
4. If you selected a receipt form in the Print field, HandiTrust 2015 will print the receipt.
HandiTrust 2015 will return you to the “Client Receipt” window, so that you can enter the next Client Receipt.
5. Click
Close to exit the window.
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Chapter 10. Entering transactions HandiTrust 2015
Recording withdrawals from the bank account
If the withdrawals from the bank account relate to an ATO refund, you can record details of the
deposit and withdrawal at the same time. For detailed information see “ Receiving a client’s
For all other withdrawals from the bank account:
To enter withdrawals against a client trust card, see “ Entering a Client Payment transaction ”
on page 74.
To enter withdrawals against a firm trust card, see “ Entering a Firm Payment transaction ” on
page 75.
Entering a Client Payment transaction
1. From the Input menu, click Client Payment.
HandiTrust 2015 will open the “Client Payment” window.
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Figure 42: The “Client Payment” window
2. Complete the “Client Payment” window and then click Save.
This may result in HandiTrust 2015 creating:
A payment transaction item. The payment transaction item records deposit of funds onto the client trust card. This transaction item is always created.
Two handling fee transaction items. Where the your firm deducts a handling fee: (a) a handling fee transaction item is recorded against the client's trust card, reducing the balance of the client trust card; and (b) a handling fee transaction item is recorded against the firm's trust card, increasing the balance of the firm trust card.
3. If you selected a cheque or EFT file form in the Print field, HandiTrust 2015 will print the cheque or EFT file.
HandiTrust 2015 will return you to the “Client Payment” window, so that you can enter the next Client Payment.
4. To exit from the window, click Close.
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HandiTrust 2015
Entering a Firm Payment transaction
1. From the Input menu, click Firm Payment.
HandiTrust 2015 will open the “Firm Payment” window.
Adjusting trust cards
Figure 43:The "Firm Payment" window
2. Complete the “Firm Payment” window and then click Save.
This will result in HandiTrust 2015 creating a payment transaction item.
3. If you selected a cheque or EFT file form in the Print field, HandiTrust 2015 will print the cheque or EFT file.
HandiTrust 2015 will return you to the “Firm Payment” window so that you can enter the next Firm Payment.
4. To exit from the window, click
Close.
Adjusting trust cards
To alter the balance of a trust card you can record one of the following:
A service fee. This will transfer an amount from a client’s trust card to a firm’s trust card.
For a detailed explanation of service fees, see " Service Fees " Chapter 5, "Firm database".
A client adjustment. This will record a one-sided entry to the client’s card.
A firm adjustment. This will record a one-sided entry to the firm’s card.
Entering a Service Fee
1. From the Input menu, click Service Fee.
HandiTrust 2015 will open the “Service Fee” window.
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Chapter 10. Entering transactions HandiTrust 2015
Figure 44: The “Service Fee” window
2. Complete the “Service Fee” window and then click
Save.
This will result in HandiTrust 2015 recording two service fee transaction items:
a service fee transaction item is recorded against the client's trust card, reducing the balance of the client trust card; and
a service fee transaction item is recorded against the firm's trust card, increasing the balance of the firm trust card.
HandiTrust 2015 will return you to the “Service Fee” window, ready to enter the next service fee.
3. To exit from the window, click
Close.
Entering a Client Adjustment
1. From the Input menu, click Client Adjustment.
HandiTrust 2015 will open the “Client Adjustment” window.
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Figure 45: The “Client Adjustment” window
2. Complete the “Client Adjustment” window and then click Save.
HandiTrust 2015 will return you to the “Client Adjustment” window, ready for you to enter the next client adjustment.
3. To exit from this window, click Close.
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HandiTrust 2015
Entering a Firm Adjustment
1. From the Input menu, click Firm Adjustment.
HandiTrust 2015 will open the “Firm Adjustment” window.
EFT payments
Figure 46: The “Firm Adjustment” window
2. Complete the “Firm Adjustment” window and then click Save.
HandiTrust 2015 will return you to the “Firm Adjustment” window, ready for you to enter the next firm adjustment.
3. To exit from this window, click Close.
EFT payments
HandiTrust 2015 lets you make payments via EFT (Electronic Funds Transfer) by creating ABA files, which you can send to the relevant financial institutions.
Enabling EFT transactions
Before you can create ABA files for payments via EFT, you have to enable the facility in
HandiTrust 2015.
1. From the Options menu, click EFT to open the “EFT Options” window.
Figure 47: The "EFT Options" window
2. To enable EFT transactions, select the Use EFT check box and type in your Business
name.
3. Click Save to confirm the settings and exit the “EFT Options” window.
Setting up financial institutions
You now have to enter information on the financial institutions through which the EFT transactions are to be processed.
1. If it is not open already, open the “Financial Institutions” window.
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Chapter 10. Entering transactions
From the View menu, click Financial Institutions.
HandiTrust 2015
Figure 48: The "Financial Institutions" window
2. On the “Financial Institutions” window, click New, and complete the fields in the columns.
3. Click Save, and then Close.
4. From the View menu, click Bank Accounts to open the “Bank Accounts” window.
5. Click New to create a new bank account, or highlight an existing account and click Edit.
Figure 49: The "Bank Account Detail" window
6. On the “Bank Account Detail” window, under Bank Details, click in the Code field to open the “Financial Institutions” window.
7. On the “Financial Institutions” window, highlight your new entry and click
Select. The “Bank
Account Detail” window will open with the Code and Name fields completed.
8. Complete any remaining details on the “Bank Account Detail” window, click Save and then
Close.
Entering EFT transactions
Enabling the EFT facility on the “EFT Options” window adds an
Electronic Funds Transfer
Details section to the following windows:
ATO Refund
Client Payment
Firm Payment
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HandiTrust 2015 EFT payments
Figure 50: The EFT Details section on the "ATO Refund" window
1. To enter an EFT payment, under Payment Details, select Pay by EFT, and complete the fields.
2. To save the bank details of the client, click . When you next enter a payment to that client, the EFT fields will already be completed.
3. To preview the EFT payment letter, in the Letter field, select a layout, and then click .
4. Click Save and then Close.
Creating the EFT transaction file
The next step is to generate the EFT/ABA files for the EFT transactions.
1. From the View menu, click EFT Transactions. The “EFT Transactions” window will open, listing all the EFT transactions for which an ABA file has not yet been created.
Figure 51: The "EFT Transactions" window
2. If you do not want a particular transaction to be included in an ABA file, highlight the transaction and click
Hold. The Hold column will indicate that the transaction is on hold.
3. Click
Generate File. The “ABA File Generation” window will open.
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Chapter 10. Entering transactions HandiTrust 2015
Figure 52: The "ABA File Generation" window
Note: The date that you click Generate File is entered as the bank clearance date for the transactions.
4. In the Institution field, select the relevant financial institution. All transactions with the same institution code that are not on hold will be included in the ABA file.
5. Enter the Description text information and click OK.
6. Click Close to exit the “EFT Transactions” window.
Viewing EFT transactions
You can view the EFT transactions a that have been included in an ABA file.
1. From the View menu, click EFT Batches. The “Processed EFT Transactions” window will open, listing all the ABA files and their included transactions.
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Figure 53: The "Processed EFT Transactions" window
2. If the transactions in the highlighted ABA file have been processed by the bank, you can click Clear to mark them as cleared. This is indicated by a ‘C” in the C column.
Tip: You can click Find to search for a transaction by date.
3. If necessary, you can click Regenerate to regenerate ABA files if their transactions have not been marked as cleared.
4. Click
Close to exit the “Processed EFT Transactions” window.
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HandiTrust 2015 EFT payments
Running an EFT batch report
You can run a batch report of EFT transactions for a single batch entry or for multiple batches over a specified date range.
1. From the View menu, click EFT Batches. The “Processed EFT Transactions” window will open, listing all the ABA files and their included transactions.
2. To run the report, on the upper row of buttons, click Report.
3. In the “EFT Batch Report” window, enter the date range for the EFT batches to be included in the report. To include only the highlighted batch, leave the From and To fields blank.
4. Click
OK to run the report.
5. Click
Close to exit the “Processed EFT Transactions” window.
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Chapter 11. Printing cheques and receipts
When you print cheques and receipts, HandiTrust 2015 can automatically print an accompanying letter. Alternatively, you can print a single document, which combines the cheque or receipt and a covering letter.
Printing cheques
When you record an ATO Refund, Client Payment, or Firm Payment, you can instruct
HandiTrust 2015 to do any of the following:
Print a combined letter and cheque.
Print a cheque only (no letter is printed).
Print a letter only, and no cheque (you would prepare the cheque manually).
Print both a cheque and a separate letter.
Print nothing.
Tip: Before you print your cheque and/or accompanying letter, you must customise the appearance of the deposit slip. For detailed information, see Chapter 18, "Report Writing".
Printing a single cheque or cheque letter
There are two ways that you can print a single cheque/cheque letter.
At the time you enter a transaction. Under Payment Details, in the Cheque and Letter fields, select the required cheque and letter layout. When you save the transaction,
HandiTrust 2015 will automatically print the cheque and letter.
After you have entered a transaction, you can print the associated cheque.
From the View menu, click Payments. The “Payments” window will open.
Highlight the relevant payment and then click Print.
After you use one of the above methods to start HandiTrust 2015 printing the cheque, the following will occur:
1. If the cheque has already been printed, HandiTrust 2015 will ask, “This cheque has already been printed. Continue and print again?” If you do want to reprint the cheque, click OK; otherwise click
Cancel.
2. If HandiTrust 2015 does not know which cheque number to use, the “Enter Cheque
Number” window will open. Complete the window, and then click OK.
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Figure 54: The “Enter Cheque Number” window
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Chapter 11. Printing cheques and receipts HandiTrust 2015
Note: Use the Cheques to Skip field to instruct HandiTrust 2015 where to print the cheque on the page. Enter ‘0’ to print at the top, ‘1’ to skip the length of a single cheque form etc.
3. Where HandiTrust 2015 knows the cheque number to use, the “Cheques to Skip” window will open. Complete this window and then click OK.
Figure 55: The “Cheques to Skip” window
4. If HandiTrust 2015 does not know which cheque form you want to use, the “Cheque Forms” window will open. Highlight the cheque form to be used, and then click Select.
Figure 56: The “Cheque Forms” window
Tip: If you define a default cheque form, HandiTrust 2015 will automatically use it, and you will not have to select the form every time you print. To define the default cheque form, complete the “Bank Account Detail” window.
Batch printing cheques / cheque letters
HandiTrust 2015 allows you to print all outstanding cheques associated with a specific bank account as a single batch.
1. From the View menu, click Payments.
HandiTrust 2015 will open the “Payments” window.
2. Highlight a cheque item that is associated with the bank account for which you want to print the cheques.
3. Click Batch.
4. When asked, “Print all cheques for account … that haven’t been printed?” click OK.
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5. If HandiTrust 2015 cannot identify the cheque number to use, the “Enter Starting Cheque
Number” window will open. Enter the first cheque number to be used, and then click
OK.
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HandiTrust 2015 Printing cheques
Figure 57: The “Enter Starting Cheque Number” window
Note: Use the Cheques to Skip field to instruct HandiTrust 2015 where to print the cheque on the page. Enter ‘0’ to print at the top, ‘1’ to skip the length of a single cheque form etc.
6. If HandiTrust 2015 knows which cheque numbers to use, the “Cheques to Skip” window will open. Enter the number of cheque forms to skip, and then click OK.
Figure 58: The “Cheques to Skip” window
7. If HandiTrust 2015 cannot identify the cheque form to use, the “Cheque Forms” window will open. Highlight the cheque form to be used, and then click Select.
Tip: If you define a default cheque form, HandiTrust 2015 will automatically use it every time you print. To define the default cheque form, complete the “Bank Account Detail” window.
Figure 59: The “Cheque Forms” window
Reprinting a cheque
To reprint a cheque:
1. From the View menu, click Payments.
2. On the “Payments” window, highlight the payment for which you want to reprint the cheque.
3. Click
Printed to remove the ‘P’ from the P column. (The ‘P’ indicates that a cheque has been printed).
4. To alter or delete the cheque number:
Click Edit. The “Transaction Item Detail” window will open.
Under Cheque Details, modify the Number field as required, click Save and then click
Close.
” on page 83 or “ Batch printing cheques / cheque letters ” on page 84.
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Chapter 11. Printing cheques and receipts HandiTrust 2015
Altering the cheque number
A Payment can be assigned a cheque number when:
The transaction is originally entered.
The cheque is printed.
The transaction is manually edited.
To alter the cheque number associated with a payment transaction:
1. From the View menu, click Payments.
2. On the “Payments” window, highlight the payment transaction and then click Edit. The
“Transaction Item Detail” window will open.
3. Under
Cheque Details, alter the Number field as required.
4. Click Save and then Close.
Altering the payee details
As you enter a payment transaction, you will complete details of the cheque recipient.
Tip: As you enter a transaction, HandiTrust 2015 can automatically complete the Payee field with your client’s details. To enable this feature, from the Options menu, click General, and then select the Automatically Fill Payee field.
You can alter details of the payee once the transaction has been saved:
1. From the
View menu, click Payments.
2. On the “Payments” window, highlight the relevant payment and then click
Edit. The
“Transaction Item Detail” window will open.
3. Under Cheque Details, alter the Payee field as required.
4. Click
Save and then Close.
Printing receipts
When you record an ATO Refund, Client Receipt, or Firm Receipt, you can instruct HandiTrust
2015 to:
Print a combined receipt and letter in the same document.
Print both receipt and receipt letter in two separate documents.
Print a receipt letter, and you prepare the receipt manually.
Print nothing (neither a receipt nor a receipt letter is printed).
Printing a single receipt / receipt letter
There are two ways that you can print a single receipt/receipt letter.
At the time you enter a transaction. Under Receipt Details, in the Receipt and Letter fields, select a receipt and letter layout. When you save the transaction, HandiTrust 2015 will automatically print the receipt and letter.
After you have entered a transaction, you can print the associated receipt. Simply:
From the View menu, click Receipts. The “Receipts” window will open.
Highlight the relevant receipt and then click Print.
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HandiTrust 2015 Printing receipts
When you use one of the above methods to start HandiTrust 2015 printing the receipt, the following will occur:
1. If the receipt has already been printed, HandiTrust 2015 will ask, “This receipt has already been printed, Continue and print again?” If you do want to reprint the receipt, click OK; otherwise click Cancel.
2. If HandiTrust 2015 does not know what receipt number to use, the “Enter Receipt Number” window will open. Type in the receipt number, and then click OK.
Figure 60: The “Enter Receipt Number” window
3. If HandiTrust 2015 does not know which receipt form to use, the “Receipt Forms” window will open.
Highlight the receipt form to be used, and then click
Select.
Figure 61: The “Receipt Forms” window
Batch printing receipts / receipt letters
HandiTrust 2015 allows you to print all outstanding receipts for a specific firm as a single batch.
1. From the View menu, click Receipts.
2. On the “Receipts” window, highlight any receipt item that is associated with the firm that you want to print the receipts for.
3. Click Batch.
4. When asked, “Print all receipts for firm … that haven’t been printed?” click
OK.
5. If HandiTrust 2015 cannot identify the receipt numbers to use, the “Enter Starting Receipt
Number” window will open. Enter the first receipt number to be used, and then click OK.
Figure 62: The “Enter Starting Receipt Number” window
6. If HandiTrust 2015 cannot identify the receipt form to use, the “Receipt Forms” window will open. Highlight the receipt form to be used, and then click Select.
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Chapter 11. Printing cheques and receipts HandiTrust 2015
Figure 63: The “Receipt Forms” window
Reprinting a receipt
To reprint a receipt:
1. From the View menu, click Receipts.
2. In the “Receipts” window, highlight the transaction for which you want to reprint the receipt.
3. Click Printed to remove the ‘P’ from the P column. (The ‘P’ indicates that a receipt has been printed).
4. To alter or delete the receipt number:
Click Edit to open the “Transaction Item Detail” window.
Under Receipt Details, modify the Number field as required, click Save and then click
Close.
on page 86, or “ Batch printing receipts / receipt letters ” on page 87.
Altering the receipt number
A transaction can be assigned a receipt number when:
The transaction is originally entered.
The receipt is printed.
The transaction is manually edited.
To alter the receipt number associated with a receipt transaction, simply:
1. From the View menu, click Receipts.
2. On the “Receipts” window, highlight the relevant transaction item and then click Edit. The
“Transaction Item Detail” window will open.
3. Under Receipt Details, alter the Number field as required.
4. Click Save and then Close.
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Chapter 12. Transaction maintenance
Every time you enter information via the Input menu, HandiTrust 2015 will create a transaction.
Each transaction will consist of one or more transaction items, which represent detailed financial events. For example, an ATO Refund transaction will typically consist of four transaction items: a receipt item for a client; a payment item for the same client; a service fee charged to that client; and a service fee credited to your firm.
While you are able to edit HandiTrust 2015 transactions, not all fields can be modified. For example, you cannot change the total dollar value of a transaction or transaction item. Where you cannot alter such information, you must delete or reverse the transaction and then use the
Input menu to re-enter the information.
Editing a transaction
The following items are recorded against a transaction:
Transaction number.
Date on which the transaction was entered into the computer.
Transaction date.
Person who entered the transaction.
Category.
Narration.
Transaction items. The transaction items record detailed financial information. (See
“ Editing a transaction item ” on page 91).
Of the above items, you are only able to edit the Category, Narration and some of details of the transaction items.
Altering the Category
Each transaction that you enter is assigned to a Category. HandiTrust 2015 uses the Category information when creating reports. Once a transaction has been entered, you can alter its
Category.
1. From the View menu, click Transactions.
HandiTrust 2015 will open the “Transactions” window.
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Chapter 12. Transaction maintenance HandiTrust 2015
Figure 64: The “Transactions” window
2. Highlight the transaction and then click
Edit.
HandiTrust 2015 will open the “Transaction Detail” window.
Figure 65: The “Transaction Detail” window
3. Under Transaction, click the button next to the Category field.
HandiTrust 2015 will open the “Categories” window.
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Figure 66: The "Categories" window
4. Highlight the required category and then click Select.
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HandiTrust 2015 Editing a transaction item
5. On the “Transaction Detail” window, click Save and then Close.
Tip: For information on the windows, press F1 to display the online help.
Altering a transaction’s narration
As you enter a transaction, you can manually enter a narration, or HandiTrust 2015 can automatically insert a narration based on the transaction’s Category. Once the transaction has been created, you can alter this narration:
1. From the View menu, click Transactions. The “Transactions” window will open.
2. Highlight the transaction and then click Edit. The “Transaction Detail” window will open.
3. Under
Transactions, in the Narration field edit the narration as required.
4. Click
Save and then Close.
Editing a transaction item
Transaction items record detailed financial information, such as transaction type, dollar value, whether or not the item has passed through the bank account etc.
Once a transaction and its associated transaction items have been entered into HandiTrust
2015, you can only edit part of the transaction item information. This section describes the sections that you can edit. Where you need to alter information in a fixed field, you must delete or reverse the transaction, and then re-enter the correct information.
Edit a Receipt transaction item
You can alter the following information in relation to receipt transactions.
Printed - Indicates if a receipt has been printed for the transaction item. To indicate that a receipt has been printed, select this check box.
Cleared - Indicates if the receipt transaction item has passed through the bank account. To indicate that the transaction has passed through the bank account, enter the clearance date and select this check box.
Number - The Receipt number.
Available - The funds associated with a receipt transaction cannot be withdrawn from the trust card until the Available date has been met.
Drawer - Details of the drawer, which were displayed on the deposited cheque.
Bank - Details of the bank from which the deposited cheque originated.
Branch - Details of the branch from which the deposited cheque originated.
Direct Debit - Amount received by way of direct debit.
Notes - Amount received in notes. This information is used when HandiTrust 2015 creates
Bank Deposit Slips.
Coin - Amount received in coins. This information is used when HandiTrust 2015 creates
Bank Deposit Slips.
Credit Card - Amount received from credit cards. This information is used when
HandiTrust 2015 creates Bank Deposit Slips.
Cheques - Amount received in notes. This information is used when HandiTrust 2015 creates Bank Deposit Slips.
Tip: You cannot alter the total value of a payment transaction. To change the amount of a payment transaction, firstly delete or reverse the transaction, and then re-enter the transaction using the Input menu.
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Chapter 12. Transaction maintenance HandiTrust 2015
Edit a receipt
To edit a receipt transaction:
1. From the View menu, click Receipts.
2. On the “Receipts” window, highlight the required receipt transaction and then click Edit.
HandiTrust 2015 will open the “Transaction Item Detail” window.
Figure 67: The "Transaction Item Detail" (receipt) window
3. Click Edit and then make the necessary changes.
4. Click Save and then Close.
Edit a Payment transaction item
You can alter the following information in relation to payment transactions.
Tip: You cannot alter the total value of a payment transaction. To change the amount of a payment transaction, firstly delete or reverse the transaction, and then re-enter the transaction using the Input menu.
Cheque payments
Printed - Indicates if a cheque has been printed for the transaction. To indicate that a cheque has been printed, select this check box.
Cleared - Indicates if the payment transaction has passed through the bank account. To indicate that the transaction has passed through the bank account, select this check box.
Number - The Cheque number.
Payee - Person that the cheque is made out to.
EFT payments
Printed - Indicates if EFT file has been printed for the transaction. To indicate that the file has been printed, select this check box.
BSB – The BSB number of the recipient’s bank account.
Account Number - The recipient’s bank account number.
Account name – The bank account name.
Edit a payment
To edit a payment transaction:
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HandiTrust 2015 Deleting and reversing transactions
1. From the View menu, click Payments.
2. From the “Payments” window, highlight the relevant payment transaction and then click
Edit.
HandiTrust 2015 will open the “Transaction Item Detail” window.
Figure 68: The "Transaction Item Detail" (payment) window
3. Click
Edit and then make the necessary changes.
Note: If the payment was made by cheque, the EFT Details section will be replaced by
Cheque Details.
4. Click Save and then Close.
Edit an Adjustment, Service Fee or Handling Fee transaction item
You cannot alter any details associated with an Adjustment, Service Fee or Handling Fee transaction item. Instead, you must cancel or delete the transaction and then re-enter the details using the Input menu.
Deleting and reversing transactions
Your Ruling Body Type determines whether you can delete or reverse transactions. (For detailed information on the Ruling Body Type, see Chapter 1, "Installation and configuration" and Chapter 2, "The non-critical settings").
If your Ruling Body Type prevents the deletion of transactions, you must reverse the transaction.
Delete a transaction
To delete a transaction:
1. From the View menu, click Transactions.
2. On the “Transactions” window, highlight the transaction to be deleted.
3. Click Delete.
Note: The Delete button will not appear on your screen if your Ruling Body Type prevents the deletion of transactions.
4. Click
OK.
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Chapter 12. Transaction maintenance HandiTrust 2015
Reverse a transaction
To reverse a transaction:
1. From the View menu, click Transactions.
2. On the “Transactions” window, highlight the required transaction.
3. Click Reverse.
Note: The Reverse button will not appear on your screen if your Ruling Body Type allows the deletion of transactions.
4. Click
OK.
5. The transaction has now been removed into the Reversed Transactions area, and will not be visible when you view a trust card, or print standard reports.
Tip: You can access details of all reversed transactions. From the View menu, click
Reversed Transactions.
Tip: To print a listing of reversed transactions, from the Reports menu, click
Transactions and then Transactions Reversed.
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Chapter 13. Authorities
APS 10 (from the Miscellaneous Professional Statements, issued by the CPA and ICAA) states that “Trust money can be withdrawn from the trust bank account only on written instruction from the client or to make a payment to the client entitled thereto or in making a payment that is otherwise authorised by law or a Court”.
Members of the CPA or ICAA must obtain written permission from their clients before withdrawing money from the trust bank account. In HandiTrust 2015, you can create a letter for the client to sign to give you such permission. In HandiTrust 2015, this document is called an
authority.
You can use HandiTrust 2015 to create and maintain authority documents. The HandiTrust
2015 Authorities database is accessed via the “Authorities” window.
Opening the "Authorities" window
To open the Authorities database:
From the View menu, click Authorities.
The “Authorities” window will open.
Figure 69: The “Authorities” window
Operating the Authorities database
You can perform the following functions in relation to HandiTrust 2015 authorities:
Create a new Authority
To create an authority:
1. From the
View menu, click Authorities. The “Authorities” window will open.
2. Click New. The “Authority Detail” window will open.
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Chapter 13. Authorities HandiTrust 2015
Figure 70: The “Authority Detail” window
3. Complete the fields on the "Authority Detail" window.
4. Click Save and then click Close. The new authority is now listed in the "Authorities" window.
Tip: For information on the "Authority Detail" window, press F1 to display the online help.
Edit an existing Authority
To edit an existing authority:
1. From the View menu, click Authorities to open the “Authorities” window.
2. Highlight the required authority and then click Edit to open the “Authority Detail” window.
3. Amend the "Authority Detail" window as required
Note: Signed authorities cannot be amended.
4. Click Save and then click Close.
Delete an Authority
Note: Where an authority has been applied to a transaction, you can only delete the authority if you firstly reverse or delete the associated transaction.
Caution: You can delete signed authorities if the authority has not been applied to a transaction.
To delete an authority:
1. From the View menu, click Authorities to open the “Authorities” window.
2. Highlight the required authority and then click Delete.
HandiTrust 2015 will ask, "Delete this record?"
3. To delete the authority, click
OK.
To cancel the deletion, click Cancel.
View an Authority
To view an authority's complete details:
1. From the View menu, click Authorities to open the “Authorities” window.
2. Highlight the required authority and then click View.
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The “Authority Detail” window will open, displaying the authority's full details.
Find an Authority
You can easily locate a specific authority:
1. From the
View menu, click Authorities to open the “Authorities” window.
2. Click
Find. The “Find/Order” window will open.
3. Select the item by which you want to search. You can search on:
Authority number
Authority date
Client reference
Firm reference
Bank Account reference
Activity reference
4. In the Find field, type the characters to search for.
5. To search for the item, click
OK.
HandiTrust 2015 will then highlight the authority that is the closest match to your search criteria.
6. To cancel the search, click Cancel.
Preview, print and sign an Authority
Before you can apply an authority to a transaction, you must (a) print the authority, and the client sign the authority, and (b) record details of the signing in HandiTrust 2015.
To preview and print the Authority
Tip: You may need to customise the appearance of the authority letter. For detailed
information, see “ Customising Forms ” in Chapter 18, "Report writing".
To preview and print an authority letter to send to a client:
1. From the
View menu, click Authorities to open the “Authorities” window.
2. Highlight the required authority and then click
Preview.
3. If HandiTrust 2015 cannot identify the authority form to use, the “Authority Forms” window will open.
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Chapter 13. Authorities HandiTrust 2015
Figure 71: The "Authority Forms" window
4. Highlight the relevant authority form and then click Select.
HandiTrust 2015 will display the authority letter in the “Report Preview” window.
5. To print the authority, click Print.
To record the signing
Once the client has signed the printed authority, record details of the signing in HandiTrust 2015 as follows:
1. From the View menu, click Authorities to open the “Authorities” window.
2. Highlight the required authority and then click Edit to open the “Authority Detail” window.
3. Select the Signed by Client check box.
4. Type the date on which the client signed the authority into the Signed by Client On field.
5. Click Save and then click Close.
Applying an Authority to a transaction
The following procedure only applies to the following transactions that you access via the Input menu:
ATO Refund
Service Fee
To apply an Authority:
1. While you are entering either an ATO Refund or a Service Fee transaction:
Place the cursor in the field and press F2 or click the button.
Note: This field will only be available if there is a signed authority for the correct combination of client, firm, bank account and activity.
The “Authorities” window will open.
2. Highlight the required authority and click
Select.
Notice that the Fee field has been completed with the same value as the Authority Letter.
3. Complete the transaction, click Save and then click Close.
Details of the authority are stored with the transaction, and are visible in the "Transaction
Detail" window.
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Chapter 14. Deposit slips
You can create bank deposit slips in HandiTrust 2015, removing the need to complete them manually. When you enter transactions, HandiTrust 2015 records all information required for the deposit slip. To create a deposit slip, you must specify the deposits to be included on the deposit slip.
Deposit Slips are created and managed via the “Deposit Slips” window.
Maintaining deposit slips
There are a number of functions that you can do in relation to deposit slips. These include creating, editing, deleting and printing deposit slips. All of these operations are performed from within the “Deposit Slips” window.
Create a deposit slip
The creation of a deposit slip is a two-part process. You first create an empty deposit slip, and then you attach receipt items to it.
Create the empty deposit slip
To create an empty deposit slip:
1. From the View menu, click Deposit Slips. The “Deposit Slips” window will open.
Figure 72: The “Deposit Slips” window
2. Click
New. The “Deposit Slips Detail” window will open.
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Chapter 14. Deposit slips HandiTrust 2015
Figure 73: The “Deposit Slips Detail” window
3. Complete the “Deposit Slips Detail” window
4. Click Save and then Close.
The new deposit slip is displayed in the "Deposit Slips" window, however at this stage the deposit slip does not have any transactions associated with it. You must now attach some receipt items to the deposit slip.
Tip: For information on the "Deposit Slips" and "Deposit Slips Detail" windows, press F1 to display the online help.
Attach receipts
1. In the “Deposit Slips” window, highlight the required deposit slip 'skeleton' and then click
Waiting.
The “Receipt Items Available for Deposit Slip” window will open.
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Figure 74: The “Receipt Items Available For Deposit Slip” window
2. Attach the required receipt items to the deposit slip:
To attach all receipt items, click
Apply All.
To attach a single receipt item, highlight that receipt item and then click Apply.
3. Once you have applied the required receipt items, click Close.
4. On the "Deposit Slips" window, highlight the deposit slip and then click Preview.
5. Check that the deposit slip is correct.
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HandiTrust 2015 Maintaining deposit slips
Tip: For information on the “Receipt Items Available for Deposit Slip” window, press F1 to display the online help.
Edit a deposit slip
Changes to the deposit slip's date or bank account number are made on the “Deposit Slips
Detail” window.
Changes to the value of the deposit slip are made by attaching or removing receipt items from the deposit slip.
Changes to the denominations displayed on the deposit slip are made by directly editing the transaction.
To change the deposit slip's date or bank account
1. From the View menu, click Deposit Slips to open the “Deposit Slips” window.
2. Click Edit to open the “Deposit Slips Detail” window.
3. Edit the Date and Account Number as required.
To change the deposit slip's value
1. From the
View menu, click Deposit Slips.
2. To remove items from the deposit slip:
On the “Deposit Slips” window, highlight the required deposit slip and then click Items.
The "Deposit Items for Deposit Slip" window will open.
Figure 75: The “Deposit Items for Deposit Slip” window
Highlight the item to remove and then click Remove.
The item is moved from the deposit slip into the 'Waiting' area.
Note: this does not delete the transaction from HandiTrust 2015.
Once you have removed the required items, click Close.
3. To attach items to the deposit slip:
On the “Deposit Slips” window, highlight the required deposit slip and then click
Waiting.
The “Receipt Items Available for Deposit Slip” window will open.
To attach a single item: Highlight the item to attach, and then click
Apply.
To attach all available items: Click
Apply All.
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Chapter 14. Deposit slips HandiTrust 2015
Once you have attached all of the required items, click Close.
To change the denominations
When you record receipt of money using HandiTrust 2015, you complete details of the amount received in cheques, notes, coins, credit cards, and direct debits. This information is used when
HandiTrust 2015 creates deposit slips.
To alter information on how money was received:
1. From the View menu, click Deposit Slips.
The “Deposit Slips” window will open.
2. Highlight the required deposit slip and then click Items.
The "Deposit Items for Deposit Slip" window will open, displaying all of the receipt items attached to the deposit slip.
3. Highlight the receipt item containing the incorrect denominations, and then click View.
4. Alter the denominations as required.
Note: You cannot alter the total amount received. If the total amount received is incorrect, you must delete or reverse the transaction and then re-enter the transaction.
5. Click Save and then click Close.
To change the bank, branch and drawer details
When you record details of cheques deposited into your trust bank account, HandiTrust 2015 records details of the Bank, Branch and Drawer displayed on the cheque. This information is used when HandiTrust 2015 creates a deposit slips.
You can easily alter details of the Bank, Branch, and Drawer using the “Transaction Items
Detail” window.
1. From the View menu, click Deposit Slips.
The “Deposit Slips” window will open.
2. Highlight the required deposit slip and then click Items.
The "Deposit Items for Deposit Slip" window will open, displaying all of the receipt items attached to the deposit slip.
3. Highlight the receipt item, and then click View.
4. Alter the bank, branch and drawer as required.
5. Click Save and then click Close.
Delete a deposit slip
Caution: You can delete a deposit slip, even where that deposit slip has receipt items allocated to it.
1. From the View menu, click Deposit Slips to open the “Deposit Slips” window.
2. Highlight the required deposit slip and then click
Delete.
Preview and print a deposit slip
Tip: You may need to customise the appearance of the deposit slip. For detailed
information, see “ Customising Forms ” in Chapter 18, "Report writing".
1. From the View menu, click Deposit Slips to open the “Deposit Slips” window.
2. Highlight the required deposit slip and then click Preview.
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HandiTrust 2015 Maintaining deposit slips
3. If HandiTrust 2015 cannot identify the deposit slip form to use, the “Deposit Slip Forms” window will open. Highlight the relevant form and then click Select.
Tip: To stop HandiTrust 2015 from opening the "Deposit Slip Forms" window, from the View menu, click Bank Accounts, highlight the relevant bank account and then click
Edit. In the Deposit Slip field, select the relevant form.
4. To print a copy of the deposit slip, on the "Report Preview" window click Print and then complete the “Print” window.
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Chapter 16. Data maintenance
In this chapter, you will learn about possible ways to fix corrupted data. In addition, you will learn how to extract data out of HandiTrust 2015 so that it may be used in a different software package.
Resolving data corruption
If you suspect that the data on your computer is corrupted, the data may possibly be recovered by:
1. Performing a Rebuild of the Databases (refer to “ Rebuild the databases ” on page 105) and
then
2. Performing a Validation of the Data (refer to “ Validate data ” on page 106)
If these two routines do not resolve the problem, it is likely that the data will need to be restored from backup. When in doubt, contact our Software Support department for further advice.
Understanding the causes of data corruption
There are a number of factors that can result in the loss of data:
Power fluctuations or blackout.
Component failure and/or intermittent fault, for example motherboard, hard disk, controller.
Accidental deletion of a file.
Accidental corruption (for example, editing a database with a text editor).
Clashes between software on your computer system, for example Windows, DOS, caches, memory drivers etc.
Faults in computer software.
Computer viruses.
People accessing your database files via the Internet, often with malicious intent.
It is therefore important that the entire HSOFT directory be backed up on a daily basis as a minimum.
Remember that this is your data and it is YOUR RESPONSIBILITY to take adequate backups.
Your business relies on this data to survive. It is very important that you take appropriate backups to protect your data. Do not risk your livelihood by taking inadequate backups. We urge you not to be complacent. Loss of data is quite a common occurrence.
Rebuild the databases
1. Exit all computers out of all HandiSoft programs (excluding HandiTrust 2015 on your computer).
2. From the Tools menu, click Rebuild Database Files.
3. HandiTrust 2015 will open the “Rebuild the Database Files” window.
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Chapter 16. Data maintenance HandiTrust 2015
Figure 76: The “Rebuild the Database Files” window
4. Select the items that you want to attempt to repair and then click Rebuild.
5. On the "Attention" window, click OK when you are ready to proceed with the rebuild.
Tip: For information on the “Rebuild the Database Files” window, press F1 to display the online help.
Validate data
1. Exit all computers out of all HandiSoft programs (excluding HandiTrust 2015 on your computer).
2. Backup the entire Hsoft directory.
3. Perform a rebuild on all databases. Refer to “ Rebuild the databases ” on page 105 for
detailed instructions.
4. From the Tools menu, click Validate Data.
HandiTrust 2015 will open the “Validate Data” window.
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Figure 77: The “Validate Data” window
5. Select the Automatically Create Clients check box if you want HandiTrust 2015 to create a new client record where the validation finds a client reference code used that does not have a corresponding client in the client database.
6. Click OK to start the validation.
HandiTrust 2015 will open the “Report Preview” window, displaying the Data Validation report.
7. Read the report and ensure that no errors have been reported. If you find errors in the report, please contact our Software Support Department for advice.
8. We recommend that you Print a copy of the Data Validation Report and file it for later reference.
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HandiTrust 2015 Exporting data from HandiTrust 2015
Exporting data from HandiTrust 2015
You may want to export information from HandiTrust 2015 to use in another software application. This is easily achieved using the Tools / Export Data To File menu option.
HandiTrust 2015 exports the data by extracting the required fields and records from the data tables and writing them to a text file. It uses exactly the same process as it does for creating reports. You therefore, use the report designer to specify what data is to be exported to the text file. You can save these report scripts for later use.
For information on exporting data, please refer to the "Advanced Features 2015" manual.
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Chapter 17. Standard reports
HandiTrust 2015 has a number of standard reports that are available from the Reports menu.
In addition to these standard reports, HandiTrust 2015 allows you to create your own reports.
For further information, see Chapter 18, "Report writing".
Available reports
HandiTrust 2015 provides standard reports for the following areas:
Area Available reports
Authorities
Cards
Clients
Deposit Slips
Payments
Receipts
Transaction Items
Transactions
Authorities
All Cards
Bank Account Cards
Client Cards
Client Cards (With Balances)
Client Cards (With Items)
Firm Cards
Firm Cards (With Balances)
Firm Cards (With Items)
Clients List Abbreviated
Clients List Detailed
Deposit Slips
Deposit Slips (With Items)
Payments
Payments (Sorted by Cheque Number)
Payments (With Card Details)
Receipts
Receipts (Sorted by Receipt Number)
Receipts (With Card Details)
Items by Date
Items by Date (With Card Details)
Items by Transaction
Items by Transaction (With Card Details)
Transactions
Transactions (With Items)
Transactions reversed.
Authorities reports
You can run one Authority related report:
Authorities
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Chapter 17. Standard reports HandiTrust 2015
Authorities
The Authorities report lists the authorities and displays the following information in tabular form.
S
An ‘S’ in this column indicates that the client has signed the Authority.
No
The Authority number
Date
The date of the authority
Client
The HandiTrust 2015 client reference number
Firm
The applicable accounting firm
Account
The trust bank account number
Activity
The Activity, if any, associated with the Authority.
Narration
The Narration, if any, associated with the Authority.
Amount
The dollar amount authorised.
To run the Authorities report:
1. From the Reports menu, point to Authorities and then click Authorities.
2. In the “Report:” window, enter the report filtering information.
Note: To include all the Authorities in the database, leave the fields blank.
3. Click
OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Cards reports
You can run the following Cards related reports:
All Cards
Bank Account Cards
Client Cards
Client Cards (With Balances)
Client Cards (With Items)
Firm Cards
Firm Cards (With Balances
Firm Cards (With Items)
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All Cards
The All Cards report lists cards of all types, and displays the following information in tabular form.
A
An ‘A’ in this column indicates that the card is currently active.
Client
The HandiTrust 2015 client reference number
Name
The name of the client or firm depending on whether it is a firm or client card
Firm
The applicable accounting firm
Bank
The trust bank account number
Activity
The Activity, if any, associated with the card.
Balance
The card balance
To run the All Cards report:
1. From the Reports menu, point to Cards and then click All Cards.
2. In the “Report:” window, enter the filter information.
3. Click
OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click
Print if you want to print the report.
Bank Account Cards
The Bank Account Cards report lists Bank Account cards only, and provides the same information as that in the All Cards report.
You can also enter the date for which the report is to be run.
To include a full transaction listing in the report, select the Detailed check box and, in the
Starting at: Date field, enter the starting date of the transactions.
Client Cards
The Client Cards report lists Client cards only, and provides the same information as that in the
All Cards report.
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Firm Cards
The Firm Cards report lists Firm cards only, and provides the same information as that in the All
Cards report.
Client Cards (With Balances)
In addition to the information provided in the Client Cards report, the Client Cards (With
Balances) report provides the following information on the transaction items associated with the cards.
Date
The day the transaction took place.
Trans
The unique transaction number
Category
The transaction category
T
The type of transaction, for example:
R – Receipt
P – Payment
S – Service fee
A - Adjustment
Chq/Rec #
The associated cheque or receipt number
Dr
Debits
Cr
Credits
Current Balance
The card balance after the transaction
To run the Client Cards (With Balances) report:
1. From the Reports menu, point to Cards and then click Client Cards (With Balances).
2. In the “Report:” window, enter the filter information.
3. Click OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Firm Cards (With Balances)
The Firm Cards (With a Balances) report provides the same information on firm cards as the
Client Card (With Balances) report does on client cards.
Client Cards (With Items)
The Client Cards (With Items) report provides the same information as the Client Cards (With
Balances), except it does not display the balance with each transaction item.
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Firm Cards (With Items)
The Firm Cards (With Items) report provides the same information as the Firm Cards (With
Balances), except it does not display the balance with each transaction item.
Clients reports
You can run the following Client related reports:
Clients List Abbreviated
Clients List Detailed
Clients List Abbreviated
The Clients List Abbreviated report lists the clients and displays the following information in tabular form.
Reference
The HandiSoft client reference number
Name
TFN
The client’s name
The client’s Tax File Number
To run the Clients List Abbreviated report:
1. From the Reports menu, point to Clients and then click Clients List Abbreviated.
2. In the “Report:” window, enter the filter information.
3. Click OK to run the report.
4. On the "Sort Order" window, select the field on which the report is to be sorted, and click
OK
HandiTrust 2015 will display the report in the “Report Preview” window.
5. Click Print if you want to print the report.
Clients List Detailed
The Clients List Detailed report displays the following information in addition to that in the
Clients List Abbreviated report.
DOB
Sex
The client’s date of birth
The client’s gender
ACN
The Australian Company Number, if the client is a company.
SFN
The Superannuation Fund Number
User
The text that is entered in the client User Information field.
Partner
If applicable, the partner responsible for the client
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Office
If applicable the office that the client deals with
Money
The value that is entered the client Money field.
Int
The value that is entered in the client Integer field.
Type
The value that is entered in the client Type field.
Biz Ph:
The client's business phone number
Home Ph:
The client's home phone number.
FAX Ph:
The client's FAX number
The client's email address
Address
The client's postal address
HandiTrust 2015
Deposit Slips reports
You can run the following Deposit slip related reports:
Deposit Slips
Clients Deposit Slips (With Items)
Deposit Slips
The Deposit Slips report lists the deposit slips displays the following information in tabular form.
No
The deposit slip number.
Date
The date of the deposit
Account
The bank account number
Chqs
The number of cheques deposited.
Notes
The value in notes
Coin
The value in coins
Card
The value paid by credit card.
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Chqs Amt
The value in cheques
Total
The total value deposited.
To run the Deposit Slips report:
1. From the
Reports menu, point to Deposit Slips and then click Deposit Slips.
2. In the “Report:” window, enter the filter information.
3. Click
OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Deposit Slips (With Items)
The Deposit Slips (With Items) report displays information on the transaction items that are attached to the listed deposit slips.
Payments reports
You can run the following Payment related reports:
Payments
Payments (Sorted By Cheque Number)
Payments (With Card Details)
Payments
The Payments report lists payment transactions and displays the following information in tabular form.
Date
The payment date
Trans
The applicable transaction number
Client
The client reference number
Name
The name of the recipient
Category
The Category associated with the payment.
Cheque #
The cheque number, if applicable
Amount
The amount paid.
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To run the Payments report:
1. From the Reports menu, point to Payments and then click Payments.
2. In the “Report:” window, enter the filter information.
3. Click OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Payments (Sorted By Cheque Number)
This is the same as the Payments report, except that it is sorted by the cheque number.
Payments (With Card Details)
This report contains the following information in tabular form.
Date
The payment date
Trans
The applicable transaction number
Client
The client reference number
Firm
The accounting firm handling the payment
Bank
The bank account number
Activity
The Activity associated with the payment transaction.
Category
The Category associated with the payment.
Cheque #
The cheque number, if applicable
Amount
The amount paid.
Receipts reports
You can run the following Receipt related reports:
Receipts
Receipts (Sorted By Receipt Number)
Receipts (With Card Details)
Receipts
The Receipts report lists receipt transactions and displays the following information in tabular form.
Date
The receipt date
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Trans
The applicable transaction number
Client
The client reference number
Name
The name of the recipient
Category
The Category associated with the receipt.
Receipt #
The receipt number
Amount
The amount received.
To run the Receipts report:
1. From the
Reports menu, point to Receipts and then click Receipts.
2. In the “Report:” window, enter the filter information.
3. Click OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Receipts (Sorted By Receipt Number)
This is the same as the Receipts report, except that it is sorted by the receipt number.
Receipts (With Card Details)
This report contains the following receipt information on the listed receipt transactions in tabular form.
Date
The receipt date
Trans
The applicable transaction number
Client
The client reference number
Firm
The accounting firm handling the payment
Bank
The bank account number
Activity
The Activity associated with the receipt transaction.
Category
The Category associated with the receipt.
Receipt #
The receipt number, if applicable
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Amount
The amount received.
HandiTrust 2015
Transaction Items reports
You can run the following reports on the transaction items:
Items By Date
Items By Date (With Card Details)
Items By Transaction
Items By Transaction (With Card Details)
Items By date
The Items By Date report lists transaction items in date order and displays the following information in tabular form.
Date
The date of the transaction. The report is ordered on this column.
Trans
The applicable transaction number
Client
The client reference number
Name
The name of the payer or recipient
Category
The Category associated with the transaction item.
T
The type of transaction, for example:
R – Receipt
P – Payment
S – Service fee
A - Adjustment
Chq/Rec #
The cheque or receipt number, if applicable
Amount
The amount paid or received.
To run the Items By Date report:
1. From the
Reports menu, point to Transaction Items and then click Items By Date.
2. In the “Report:” window, enter the filter information.
3. Click
OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
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Items By Date (With Card Details)
This report contains the following information on the listed transaction numbers in tabular form.
Date
The transaction date. The report is ordered on this column.
Trans
The applicable transaction number
Client
The client reference number
Firm
The accounting firm handling the transaction
Bank
The bank account number
Activity
The Activity associated with the receipt transaction.
Category
The Category associated with the receipt.
T
The type of transaction, for example:
R – Receipt
P – Payment
S – Service fee
A – Adjustment
Chq Rec #
The cheque or receipt number, if applicable
Amount
The amount paid or received.
Items By Transaction
The Items By Transaction report lists transaction items in order of their related transaction numbers, and displays the following information.
Trans
The applicable transaction number. The report is ordered on this column.
Date
The date of the transaction
Client
The client reference number
Name
The name of the payer or recipient
Category
The Category associated with the transaction item.
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T
The type of transaction, for example:
R – Receipt
P – Payment
S – Service fee
A – Adjustment
Chq/Rec #
The cheque or receipt number, if applicable
Amount
The amount paid or received.
To run the Items By Transaction report:
1. From the Reports menu, point to Transaction Items and then click Items By Transaction.
2. In the “Report:” window, enter the filter information.
3. Click OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Items By Transaction (With Card Details)
This report contains the following information on the listed transaction items in tabular form.
Trans
The applicable transaction number. The report is ordered on this column.
Date
The transaction date
Client
The client reference number
Firm
The accounting firm handling the transaction
Bank
The bank account number
Activity
The Activity associated with the receipt transaction.
Category
The Category associated with the receipt.
T
The type of transaction, for example:
R – Receipt
P – Payment
S – Service fee
A - Adjustment
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Chq Rec #
The cheque or receipt number, if applicable
Amount
The amount paid or received.
Available reports
Transactions reports
You can run the following reports on the transactions:
Transactions
Transactions (With Items)
Transactions Reversed
Transactions
The Transactions report lists transactions and displays the following information in tabular form.
Date
The date of the transaction. The report is ordered on this column.
Client
The client reference number
Trans
The transaction number
Category
The Category associated with the transaction.
Narration
The Narration, if any, associated with the transaction.
To run the Transactions report:
1. From the
Reports menu, point to Transactions and then click Transactions.
2. In the “Report:” window, enter the filter information:
3. Click
OK to run the report.
HandiTrust 2015 will display the report in the “Report Preview” window.
4. Click Print if you want to print the report.
Transactions (With Items)
The Transaction (With Items) report displays the following information on the items associated with the transactions.
Client
The client reference number
Firm
The accounting firm handling the transaction
Bank
The bank account number
Activity
The Activity associated with the transaction.
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Type
The type of transaction, for example:
Receipt
Payment
Service fee
Adjustment
Handling fee
Chq Rec #
The cheque or receipt number, if applicable
Amount
The amount paid or received.
Transactions Reversed
The Transactions Reversed report displays the same information as that in the Transaction
(With Items) report, but only on reversed transactions.
Operating filter expressions
Use filter expressions to restrict the information that HandiTrust 2015 will print. Filter expressions are used in the following areas of HandiTrust 2015:
Generation of reports.
Generation of mailing labels.
Generation of documents.
Generation of statements.
Creating a filter expression
HandiTrust 2015 has a number of default filter expressions. Examine the expressions available to you when you generate reports, documents, statements, and mailing labels. Perhaps the filter that you require already exists.
If the exact filter does not exist, there is generally a filter that performs a similar function. The easiest way to create your own filter is to look at a similar filter, note the syntax used, and then modify that information to create your own filter.
Example
Imagine you are printing a Client List Abbreviated report, and you want to generate the report for only those clients who have a Partner reference of “Schmidt”.
1. From the Reports menu, point to Clients, and then click Client List Abbreviated. The
“Report” window will open.
2. Place your cursor in the
Filter Expression field and then press F2. The “Client Filters” window will open.
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Figure 78: The “Client Filters” window
3. Highlight the filter “Partner reference is P1”. This is similar to the one that you require. All you need to do is modify it to look for a reference of “Schmidt”.
4. Click View. The “Client Filters” (detailed) window will display detailed information on the highlighted filter.
Figure 79: The “Client Filters” (detailed) window
5. Highlight the text PartnerRef@Clients = “P1”. Right click on the highlighted text. A menu will open. Click Copy and then Close.
You will use this copied information when you create the new filter.
6. To create the new filter:
Click New.
Complete the window as follows:
Item Information to enter
Name Partner reference is Schmidt.
Type Client.
Client Expression Right-click in this field. A menu will open. Click
Paste
. Change the text “P1” to “Schmidt”.
Click Save and then Close.
The “Filters” window
The “ Filters ” window lists all the filters that can be used when generating reports, documents
and mailing labels. It allows you to view the expressions used in the filters, create new filters, and edit existing non- standard filters.
To open the “Filters” window:
From the
Reports menu, click Filters.
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HandiTrust 2015 will open the “Filters” window.
HandiTrust 2015
Figure 80: The "Filters" window
The “Filters” (detailed) window
The " Filters" (detailed) window is used for viewing or editing the details of a filter.
To open the “Filters” (detailed) window
On the “ Filters ” window, click
New, Edit, or View.
HandiTrust 2015 will open the “Filters” (detailed) window.
Figure 81: The "Filters" (detailed) window
Tip: For information on the "Filters" windows, press F1 to display the online help.
Filter rules
Please refer to the "Advanced Features 2015" manual for information on the filter rules.
Operating the “Report Preview” window
Reports that you generate in HandiTrust 2015 are displayed in the “Report Preview” window.
From this window, you can perform a number of tasks, including:
Save the report to a file.
Export the report to Microsoft Word™, Microsoft Excel™ or PDF (Portable Document
Format).
Email the report
Print the report in either a text or an ASCII format.
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Perform a Find and Replace of text.
View the report in graphical, ASCII or HTML formats.
Tip: For information on the "Report Preview" window, press F1 to display the online help.
Saving reports
Once you have viewed a report in the “Report Preview” window, you can save it within
HandiTrust 2015 for later use.
For information on saving reports, please refer to the "Advanced Features 2015" manual.
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Chapter 18. Report writing
You can use HandiTrust 2015’s report designer to create customised reports and forms. You are able to:
Customise forms such as cheques, receipts, deposit slips and statements. See
“ Customising forms ” on page 128.
Copy and then modify existing reports and forms (See “ Tutorials ” on page 128)
Create your own reports and forms from scratch (See “ Tutorials ” on page 128).
To get the most out of the HandiTrust 2015 Report Writer, we recommend that you work through the Beginner and Intermediate Tutorials in that order.
Components of a report
"Advanced Features 2014" manual.
Operating the “Report Writer” window
HandiTrust 2015’s reports are managed from the "Report Writer" window.
1. From the Reports menu, click Edit Reports. The “Report Writer” (summary) window will open.
Figure 82: The “Report Writer” (summary) window
2.
To view or edit details
of a report, highlight the report and click View or Edit. The “Report
Writer” (detailed) window will open.
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Figure 83: The “Report Writer” (detailed) window
Tip: For information on the "Report Writer" windows, press F1 to display the online help.
Tutorials
Please refer to the "Advanced Features 2015" manual for a basic and an intermediate level tutorial on creating your own reports.
Running the reports
The report Type will determine how you can run new reports. If your report has a type of
“Clients" in the "Report Writer" window, the report will be displayed in the
Reports menu under the Clients.
To run the report “Tutorial – Clients List Abbreviated”, simply:
From the Reports menu, point to Clients and then click Tutorial - Clients List
Abbreviated.
Only reports that have been designed for use internally in your firm are accessible from the
Reports menu. External reports will have a report type of “Cheque Forms”, “Receipt Forms”,
“Authority Forms”, “Deposit Slip Forms” or “Statement Forms”.
Customising forms
In HandiTrust 2015, the items that you print out and then send to other parties are called forms.
HandiTrust 2015 provides default forms for the following items, allowing you to print these items and forward them to your clients or to third parties.
Cheques
Letters that will be dispatched with a cheque.
Receipts
Letters that will be dispatched with a receipt.
Statements
Authorities
Deposit slips.
If you intend to use any of the above forms, it is likely you will need to customise them to meet your firm’s requirements.
Tip: Before you attempt to customise any forms, HandiTrust 2015 recommends that you work through the tutorials in the "Advanced Features 2015" manual.
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Customise the letterhead
When you first start using HandiTrust 2015, the default letterhead will print at the top of most forms.
In place of the above letterhead, you will want HandiTrust 2015 to do one of the following:
Not print a letterhead.
Print your firm's letterhead.
HandiTrust 2015 provides you with the following default letterheads:
"Letterhead" – produces the "Company Pty Ltd" letterhead.
"Letterhead (Blank 6cm Space)" – prints a blank space on the first 6cm of your paper, thereby allowing for pre-printed stationery.
Creating your own letterhead
If you want HandiTrust 2015 to print your firm's own letterhead, you will need to create that letterhead. The easiest way is to modify the form "Letterhead".
To customise the letterhead you must:
1. On the "Report Writer" window, Copy the relevant form to a new name.
2. Modify the new form.
3. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
4. Tell HandiTrust 2015 which form to use:
From the Options menu, click General.
In the Letterhead field, press F2 or click the button.
Highlight your new letterhead format, click Select and then OK.
Disabling the HandiTrust letterhead
If you do not want HandiTrust 2015 to print a letterhead for your firm, you must instruct
HandiTrust 2015 to print a blank letterhead. HandiTrust 2015 provides you with a default blank letterhead "Letterhead (Blank 6cm Space)" for this purpose.
1. From the Options menu, click General.
2. In the Letterhead box, press F2 or click the button.
3. In the “Letterheads” window, highlight letterhead that HandiTrust 2015 is to use. If you want a 6cm gap at the top of your stationery, select "Letterhead (Blank 6cm Space)"; otherwise select the blank letterhead that you previously created.
4. Click Select.
5. Click OK.
Note: The default letterhead "Letterhead (Blank 6cm Space)" will leave the first 6cm of a page blank. Where the 6cm gap is too large or too small, you will need to modify the blank letterhead and change its size.
Customise authority letters
HandiTrust 2015 provides you with a default authority letter, called "Authority".
To customise the form:
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1. Customise the letterhead. For detailed information, see “ Customise the letterhead ” on page
129.
2. Copy the relevant form to a new name.
3. Modify the form.
4. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
5. Tell HandiTrust 2015 which form to use.
From the
Options menu, click General.
In the Authority field, press F2 or click the button.
Highlight your new authority format, click Select and then OK.
Customising cheques/cheque letter forms
The default cheque/cheque letter forms
To facilitate the printing of cheques and cheque letters, HandiTrust 2015 makes the following default forms available to you:
1. Combined cheque/letter forms
The following forms combine a letter and a cheque onto one A4 page. The cheque layout for each form differs, while the letters are identical.
ATO Refund Letter (Cheque – Amount as digit words).
ATO Refund Letter (Cheque – Amount as digits).
ATO Refund Letter (Cheque – Amount as words, on two lines).
ATO Refund Letter (Cheque – Split Date).
2. Letter only forms
The following two forms produce a letter to the client, which has been designed to accompany a cheque. You could create the cheque by printing it from HandiTrust 2015 or by hand writing it.
ATO Refund Letter (no cheque) - Used for transactions processed using the
ATO
Refund option from the Input menu.
General payment letter (no cheque) - used for transactions processed using the
Client
Payment option from the Input menu.
3. Cheque only forms
The following forms produce a cheque that can be sent to your clients or to a third party.
Display of the amount and date differ between the forms.
Cheque (Amount as digit words).
Cheque (Amount as digits).
Cheque (Amount as words on two lines).
Cheque (Split date).
Customise cheques/cheque letter forms
To customise a cheque or cheque letter:
1. Customise the letterhead. See “ Customise the letterhead ” on page 129 for detailed
information.
2. Determine your printing requirements. For example, decide if you will print a combined cheque/letter, print only a cheque etc.
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3. Decide which default form is the closest to your requirements.
4. Copy the relevant form to a new name.
5. Modify the form.
6. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
7. Tell HandiTrust 2015 which form to use.
From the View menu, click Bank Accounts.
Highlight the relevant bank account and click Edit. The “Bank Account Detail” window will open.
Complete the Cheque field and Cheque Letter field:
How you complete the "Bank Account Detail" window will depend on the combination of cheque and letter that you want HandiTrust 2015 to print. The table below outlines how to complete the Cheque and Cheque Letter fields in the "Bank Account Details" window.
Printing requirements Cheque field Cheque Letter field
Combined cheque and letter
Combined cheque/letter form
Cheque form
-
-
Cheque only (no letter is to be printed
Both a cheque and a separate letter are to be printed
Neither a cheque nor a letter is to be printed
Cheque form
-
Letter form
-
Click Save and then Close.
Customising receipt/receipt letter forms
HandiTrust default receipt/receipt letter forms
To facilitate the printing of receipts and receipt letters, HandiTrust 2015 makes the following default forms available to you:
Combined receipt/letter form -"ATO Refund Letter (Use Where Balance EFT'd to Client)"
Use this layout for ATO Refund transactions only.
Letter only form - "General Receipt Letter"
Use this layout for printing Client Receipt transactions only.
Receipt only form - “Receipt”
Use this form for either ATO Refund or Client Receipt transactions.
Customise receipt/receipt letter forms
To customise a receipt or receipt letter:
1. Customise the letterhead. For detailed information, see “ Customise the letterhead ” on page
129.
2. Determine your printing requirements. For example, decide if you will print a combined receipt/letter, print only a receipt etc.
3. Decide which default form is the closest to your requirements.
4. Copy the relevant form to a new name.
5. Modify the form.
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6. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
7. Tell HandiTrust 2015 which form to use.
From the Options menu, click General.
Complete the Receipt and Receipt Letter fields.
Click
OK.
Customise statements
HandiTrust 2015 provides you with a default statement form, "Statement". After customising your firm's letterhead, you may not need to customise the default Statement form.
1. Customise the letterhead. For detailed information, see “ Customise the letterhead ” on page
129.
2. Copy the relevant form to a new name.
3. Modify the form.
4. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
5. Tell HandiTrust 2015 which form to use.
From the Options menu, click General.
In the
Statement field, press F2 or click the button.
Highlight your new statement format, click Select and then OK.
Customise deposit slip form
HandiTrust 2015 provides you with four generic deposit slip forms:
Deposit Slip (Landscape With Client Reference).
Deposit Slip (Landscape).
Deposit Slip (Portrait With Client Reference).
Deposit Slip (Portrait).
You may need to customise one of these deposit slips to meet the requirements of your bank.
To customise the form:
1. Customise the letterhead. For detailed information, see “ Customise the letterhead ” on page
129.
2. Determine which deposit slip form is the closest to your bank’s requirements.
3. Copy the relevant form to a new name.
4. Modify the form.
5. Check that the form runs. For detailed instructions, see “ Running the reports ” on page 128.
6. Tell HandiTrust 2015 which form to use.
From the View menu, click Bank Accounts.
Highlight the relevant bank account and then click Edit.
In the Deposit Slip field, press F2 or click the button.
Highlight your new deposit slip format, click Select and then OK.
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Changing fonts and page set-ups
Changing fonts and page set-ups
Font styles
The Fonts option allows you to create or edit "Styles" which you can use in reports. These
Styles nominate the font type, size and effect to be used in a particular section of the report, for example, Arial, 14 Point, Bold. Accordingly, a style has four components:
The name of the style.
The font type, for example, Arial, Times New Roman, etc.
The font size (nominated in points).
The font effect, for example, bold, italic or underline.
A considerable number of default styles are supplied for use with your reports. You are also able to customise the existing styles as required, additional styles may also be created.
For information on setting font styles, please refer to the "Advanced Features 2015" manual.
Using font styles in reports
If you wish to adjust the fonts used by various HandiTrust 2015 reports, you need to edit the report. This is done as follows:
1. From the Reports menu, click Edit Reports.
2. In the "Report Writer" window, highlight the report to modify.
3. Click Design.
4. Double-click in the cell to be modified.
5. In the "Cell Details" window, under Font, select the required Font Style.
6. Click OK and then, from the Report menu, click Exit.
Standard report layouts cannot be modified, however you can copy the layout to a new name and then edit the newly created layout. This is done as follows:
7. From the Reports menu, click Edit Reports.
8. Open the "Report Writer" window and highlight the layout to copy.
9. Click Copy.
10. Specify the new report name.
11. Click OK.
12. Modify the new report as required.
Page setups
The Options / Page Setup section is used to ensure the correct printing of your reports and mailing labels. The settings in this are user specific. This means that each HandiTrust 2015 user can have the options set up differently.
In the Page Setups you are able to specify the printer, paper size, paper orientation and margins.
HandiTrust 2015 is supplied to you with the following standard page setups. These may be modified as required. You are also able to create your own page setups using New.
Standard
Wide
Large
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Label
For information on page setups please refer to the "Advanced Features 2015" manual.
Linking a page setup to a report
If you create your own Page Setup, you will need to attach it to the required reports. This is achieved as follows.
1. From the Reports menu, click Edit Reports.
2. On the "Report Writer" window, highlight the required report.
3. Click Design.
4. In the "Report Designer" window, from the Report menu, click Edit.
5. Modify the page setup as required.
6. Click OK.
7. From the Report menu, click Exit.
The standard report layouts cannot be modified, but can be copied as follows:
8. From the Reports menu, click Edit Reports.
9. On the "Report Writer" window, highlight the layout to copy.
10. Click Copy.
11. Specify the new report name.
12. Click OK
13. Modify the new report as required.
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Chapter 19. Documents and mailing labels
The Documents menu in HandiTrust 2015 enables you to generate letters and documents.
The following two methods are available:
The menu commands available from the Documents menu depend on how your HandiSoft programs have been set up. The optional Document Manager module provides a comprehensive document management facility for your practice. In Practice Manager, you can either enable or disable the Document Manager. This affects the menu commands that are available from HandiTrust's Documents menu:
Where the Document Manager is disabled, the Documents menu in HandiTrust 2015 allows you to create documents using the following two methods.
Method 1 – HandiSoft Document Editor
The HandiSoft Document Editor is a simple text editor for creating basic letters and documents. This Document Editor allows you to insert information from HandiTrust 2015's data files into the document, allowing a 'Mail Merge'.
Method 2 - Microsoft Word™
HandiTrust 2015 is able to interface with Microsoft Word. This facility provides access to all the features of Microsoft Word™, such as tables and graphics, while still giving you the ability to insert fields from the HandiTrust 2015 data files into the documents, allowing a
'Mail Merge'.
Where your practice has enabled Document Manager, the Documents menu in HandiTrust
2015 allows you to create documents using the Practice Manager – Document Manager program module. This is discussed in more detail in the "Advanced Features 2015" manual.
Standard documents with field codes
A standard document is a document that can be used by multiple clients. Field codes are used to insert client information into the standard document. When the standard document is printed, the field codes are replaced with information from the client database.
You can create standard documents using both the Document Editor and Microsoft Word™.
Tip: In HandiTrust 2015, you can create Standard Documents that will insert information from the Client database.
For more information on standard documents, please refer to the "Advanced Features 2015" manual.
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Chapter 19. Documents and mailing labels HandiTrust 2015
Mailing labels
You can print mailing labels from all HandiSoft products.
Before printing the labels, it is important that the software is set up correctly for the type of labels that you are printing.
You can print the labels for a specific grouping of clients. The labels may be printed for the client that you currently have selected, for clients that you have tagged in the Client database, or for those clients who meet certain conditions.
For information on mailing labels, please refer to the "Advanced Features 2015" manual.
Customised labels
There is a second method of printing labels where you can select a customised layout . Either
you can choose a layout supplied by HandiSoft or you can create your own.
For information on customised mailing labels, please refer to the "Advanced Features 2015" manual.
Filters and matching conditions
some examples are:
Clients assigned to a specific partner in your firm.
Individuals with date of birth above a specified date.
Clients who have 'Flag 1' (a user defined field in the Client database) selected. This may be used in a situation where some clients receive a newsletter. All clients who are to receive the newsletter would have Flag 1 selected in the Client database. The newsletter would then be printed out only for those clients with Flag 1 selected.
For information on filters, please refer to the "Advanced Features 2015" manual.
Mail merge templates
If you have the Document Manager installed and enabled, the Access Panel will have a
Merge icon, which enables you to select mail merge templates for creating mail merge documents. For more information, refer to the Document Manager User Manual.
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Chapter 20. Additional tools
This chapter provides detailed information on HandiTrust 2015 tools that were not included elsewhere in this user manual.
Increasing your data entry speed
You will be able to enter data more quickly if you use the following keyboard shortcuts and toolbar buttons.
Key Button Function
ESC
-
ENTER
TAB
SHIFT+TAB
-
-
-
Pressing the ESC key exits you from the active window and discards any changes that were made.
Pressing the ENTER key saves all the fields in the active window, and then exits from the active window. To move to the next field within a window, press the TAB key. Note: The numeric keypad’s
ENTER key may be set up to operate in the same manner as the
TAB key (see below).
Pressing the TAB key moves you on to the next field in the active window.
Holding down the SHIFT key and pressing the TAB key at the same time will move the cursor to the previous field in the active window.
F1
F2
- Open the HandiTrust 2015 online help.
Open a selection window.
F3
Show or hide the "Clients" list.
F10
F11
F12
-
-
-
Open the Document Manager if it is installed and enabled.
Open the "History" window from within any
HandiTrust 2015 data entry window. From the
"History" window you can select recently entered information, thereby reducing the amount of typing that you need to do.
Open the "Macros" window. For information on
using macros, see “ Keyboard macros ” on page 138.
Input ATO Refund.
- Input Service Fee.
- Input Client Payment.
- Input Client Receipt.
- Input Client Adjustment.
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Chapter 20. Additional tools HandiTrust 2015
-
-
-
Input Firm Payment.
Input Firm Receipt.
Input Firm Adjustment.
Keyboard macros
Keyboard macros are used to pre-record tasks that you perform frequently. Macros can be
operated using a very small number of keystrokes, and may therefore greatly reduce the number of keystrokes required to perform a certain task.
For information on macros, please refer to the "Advanced Features 2015" manual.
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Glossary of Terms
activities
Activities are used as a way of differentiating trust cards. They enable you to establish multiple trust cards for the same client/bank/firm combination.
The use of Activities is optional.
The advantage of using Activities is that they give HandiTrust more flexibility and capability, however HandiSoft considers this feature more useful for very large firms.
For detailed information on activities, see Chapter 7,
categories
Categories are used to differentiate between different types of HandiTrust transactions. Each transaction is linked to a category during data entry.
HandiTrust includes a number of default categories (eg ATO Refund, Client Adjustment, Client
Payment, Client Receipt etc). In addition, you can create your own categories.
You can also use categories to create 'standard narrations', which HandiTrust automatically uses during data entry.
For detailed information on categories, see Chapter 8, "Categories database".
clearance days
The clearance days are the minimum number of days that must elapse between when a cheque is deposited into the trust bank account, and when those funds can be withdrawn from the account. HandiTrust will allow you to withdraw funds only after the clearance days have elapsed. You can manually override the clearance days if required.
APS 10 requires that you maintain a positive balance in each trust card. It is therefore important that you do not withdraw deposited funds until the deposit has cleared the bank account. The use of clearance days ensures that you do not withdraw funds prematurely
You must define the clearance days in the “Bank Account Detail” window.
For detailed information on clearance days, see Chapter 6, " Bank Accounts database ".
handling fee
A handling fee is a nominal amount charged by your firm to cover the costs of operating a trust bank account. In HandiTrust, the handling fee is established in the Firm database.
For detailed information on handling fees, see Chapter 5,
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Glossary of Terms HandiTrust 2015
ruling body
The ruling body is the professional body that governs your accounting practice. The ruling body that you select when you initially configure HandiTrust determines how the program behaves.
For example, the Ruling Body Type determines if you are able to delete transactions from
HandiTrust.
For detailed information on the Ruling Body Type, see Chapter 1, "Installation and configuration".
service fee
A service fee is an amount charge by your firm for services rendered. Using HandiTrust you can transfer the value of the service fee from the client's trust card to your firm's trust card.
For detailed information on service fees, Chapter 5, " Firm database ".
trust card
All trust bank account transactions are recorded on trust cards. Each HandiTrust client and firm has one or more trust cards, which store trust transactions relating to that client or firm.
Each client will have a trust card for every combination of bank account, firm, and activity.
Each firm will have a trust card for every combination of bank account and activity.
For detailed information on trust cards, see Chapter 3, "Trust cards
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Index
A access panel hiding or displaying 31 setting button sizes 31 activities See also trust cards
Activities database 55
ATO refunds 69–72 authorities applying (to a transaction) 98
Authorities database 95–98 layouts 129 printing 97 reports 95–98
B bank accounts See also trust cards
Bank Accounts database 47–53 clearance days 49–50 creating 48 deleting 49 editing 49
EFT options 20 reports 111 selecting 48 viewing 49 bank reconciliations 49–53
C cards See trust cards categories 57–61 cheques See also payments cheque number (altering) 86 layouts 130 payee (altering) 86 printing 83–86 reprinting 85 clearance days See bank accounts client notes client notes report 39 clients See also trust cards changing from current to non-current 34
Clients database 29–40 copying from another client 34 creating 33 editing 34 extra details 36 finding 35
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notes 37 options 19 reference codes 40 reports 111, 112, 113 tagging 37 viewing 29
Clients menu
Delete 35
Tagged 37
View 29 configuring hiding client list 31 hiding phone and email information 31 last four columns 30 copying client details 34 corruption causes 105 resolving 105–6
D data entry See also input function keys 137 options 20 speed 59, 137 debit trust card error message 24 deposit slips See also bank accounts attaching receipts 100 creating 99 deleting 102 editing 101 layouts 132 printing 102 reports 114 documents filters 136 overview 135 standard documents 135
Documents menu
Print Mailing Labels 136
E
EFT transactions
ATO refunds 70 making payments 77 option setting 21 setting up financial institutions 77 error message, debit trust card 24 extra client details, storing 36
F filters 122–23, 136 firms See also trust cards creating 42 deleting 43 editing 42
Firms database 41–45 reports 112, 113 selecting in transactions 42
141
Index
viewing 43 fonts 22, 133 function keys 137
H
HandiTax (interaction with) 70–72 handling fees 45 hiding phone and email information 31
I
Input menu
ATO Refund 70
Client Adjustment 76
Client Payment 74
Client Receipt 72
Firm Adjustment 77
Firm Payment 75
Firm Receipt 73
Service Fee 75 installation configuration 16, 19–22 opening balances 63–67 trust cards 23–28
L last four columns, configuring 30 letterheads 129
M macros 138 mail merge templates 136 mailing labels customised labels, printing 136 filters 136 printing 135–36
N narrations 91 notes attaching to clients 37 note types 38
O offices, setting locations 32
Options menu
Clients 19
Data Entry 20, 60
EFT 21
General 21
Passwords 22
Ruling Body 17
P partners and managers 32
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HandiTrust 2015
payments See also cheques editing 92 reports 115–16 printing authorities 97, 129 cheque letters 130 cheques 83–86, 130 deposit slips 132 filters 136 mailing labels 136 receipt letters 131 receipts 86–88, 131 statements 132
R receipts editing 91 layouts 131 printing 86–88 receipt number (altering) 88 reports 116 reprinting 88 reports available reports 109 filters 122–23, 136
Report Preview window 124 reports (writing your own) definitions 127 error checking 128 executing a report 128
Reports menu
Authorities 110
Cards 111, 112
Clients 113
Deposit Slips 115
Filters 123
Payments 116
Receipts 117
Transaction Items 118, 120
Transactions 121 ruling body, options 17
S
Security Manager, interaction with 22 service fees 43–44, 75
SMS messaging sending messages 39 statements layouts 132
T
Tools menu
Export Data to File 107
Keyboard Macros 138
Rebuild Database Files 105
Validate data 106 transactions adjustments 75–77
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HandiTrust 2015
clearing 52 deleting 93 deposits, ATO refunds 69–72 deposits, non-ATO 72 editing 89–93 inputting 69 opening balances 63–67 overview 89 reports 118–22 reversing 94 withdrawals 74 transferring data, exporting 107 trust cards active/inactive 28 client trust cards 23 creating 26 deleting 28 finding 27 firm trust cards 23 multiple cards 23 reports 110 sorting 27 viewing 26
V
View menu
Activities 55
Authorities 95–98
Bank Accounts 48
Cards 26, 28
Categories 57–61
Deposit Slips 99–103
Firms 42
Payments 52
Receipts 52
W warning days See bank reconciliation windows
ABA File Generation 79
Activities 55
ATO Refund 70
Authorities 95
Authority Detail 95
Authority Forms 97
Bank Account Detail 48
Bank Accounts 47
Bank Reconciliation (detail) 52
Bank Reconciliation (summary) 51
Categories 58, 90
Category Detail 58
Cheque Forms 84
Cheques to Skip 84
Client Adjustment 76
Client Display Options 31
Client Note 38
Client Note Types 38
Client Notes For 37
Client Notes Report 39
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Index
Client Options 19, 30
Client Payment 74
Client Receipt 72
Clients 29
Clients Detail 33
Data Entry Options 20
Delete Client 35
Deposit Items for Deposit Slip 101
Deposit Slips 99
Deposit Slips Detail 99
EFT Batch Report 81
EFT Options 21, 77
EFT Transactions 79
Enter Cheque Number 83
Enter Receipt Number 87
Enter Starting Cheque Number 84
Enter Starting Receipt Number 87
Filters (detailed) 124
Filters (summary) 124
Financial Institutions 78
Find/Order 35
Firm Adjustment 77
Firm Detail 42
Firm Payment 75
Firm Receipt 73
Firms 41
General Options 21
HandiTax Transfer 72
Offices 32
Page Setup 134
Processed EFT Transactions 80, 81
Rebuild the Database Files 105
Receipt Forms 87
Receipt Items Available for Deposit Slip 100
Receipts 49
Report Preview 124
Report Writer 127
Ruling Body Options 17
Service Fee 75
Tagged Clients 37
Transaction Detail 90
Transaction Item Detail 50, 92
Transaction Items for Card 27
Transactions 89
Trust Cards 26
Users 32
Validate Data 106
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Key features
Trust account management
Client database management
Financial reporting
EFT payments
SMS messaging
Frequently asked questions
Yes, you can install HandiTrust 2015 at one location, but you must purchase it separately for each additional location or site of access. If your accounting practice shares offices with another unrelated accounting practice, both must purchase the software in their own right.
If you do not pay the Annual Renewal Fee by the due date, your license will expire at the end of the current financial year. You may still be able to access the software, but you will not be able to use it to perform certain functions, such as processing transactions. HandiSoft may also terminate your agreement.
You are not permitted to purchase the software with an additional tax agent reference number for use by another tax agent without HandiSoft's written consent.
