HandiSoft HandiTrust 2015 software User Manual

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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

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

© HandiSoft Software Pty Ltd

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

© HandiSoft Software Pty Ltd

© HandiSoft Software Pty Ltd

Contents HandiTrust 2015

Chapter 7. Activities database 55

Opening the Activities database ................................................................................... 55

Operating the Activities database ................................................................................. 55

Chapter 8. Categories database 57

Opening the Categories database ................................................................................ 58

Operating the Categories database .............................................................................. 58

Linking a category to an Input option ............................................................................ 59

Chapter 9. Opening balances 63

Entering client opening balances .................................................................................. 63

Entering firm opening balances .................................................................................... 63

Check for data entry errors ........................................................................................... 64

Reconciling the bank account....................................................................................... 64

Entering opening balances – an example ..................................................................... 64

Chapter 10. Entering transactions 69

Receiving a client’s ATO Refund .................................................................................. 69

Recording deposits to the trust account ........................................................................ 72

Recording withdrawals from the bank account .............................................................. 74

Adjusting trust cards .................................................................................................... 75

EFT payments ............................................................................................................. 77

Chapter 11. Printing cheques and receipts 83

Printing cheques .......................................................................................................... 83

Printing receipts ........................................................................................................... 86

Chapter 12. Transaction maintenance 89

Editing a transaction .................................................................................................... 89

Editing a transaction item ............................................................................................. 91

Deleting and reversing transactions.............................................................................. 93

Chapter 13. Authorities 95

Opening the "Authorities" window ................................................................................. 95

Operating the Authorities database .............................................................................. 95

Chapter 14. Deposit slips 99

Maintaining deposit slips .............................................................................................. 99

Chapter 16. Data maintenance 105

Resolving data corruption............................................................................................105

Exporting data from HandiTrust 2015 ..........................................................................107

Chapter 17. Standard reports 109

Available reports .........................................................................................................109

Operating filter expressions .........................................................................................122

Operating the “Report Preview” window ......................................................................124

Saving reports.............................................................................................................125

Chapter 18. Report writing 127

Components of a report ..............................................................................................127

Operating the “Report Writer” window .........................................................................127

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HandiTrust 2015 Contents

Tutorials ..................................................................................................................... 128

Customising forms ..................................................................................................... 128

Changing fonts and page set-ups ............................................................................... 133

Chapter 19. Documents and mailing labels 135

Standard documents with field codes ......................................................................... 135

Mailing labels ............................................................................................................. 136

Customised labels ...................................................................................................... 136

Filters and matching conditions .................................................................................. 136

Mail merge templates ................................................................................................. 136

Chapter 20. Additional tools 137

Increasing your data entry speed ............................................................................... 137

Keyboard macros ....................................................................................................... 138

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

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

database. Before you can begin entering transactions in HandiTrust 2015, you must create at least one client in the Client database. For information on how to create a client, see Chapter 4,

"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

Before you begin entering data into HandiTrust 2015, you must establish at least one trust bank account in the program. For information on how to create a bank account, see "Create bank

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".

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

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

480

410

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.

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.

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.

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.

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:

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.

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

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.

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

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

Refund ” on page 69).

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.

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

ATO Refund ” on page 69.

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.

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.

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.

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.

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.

© HandiSoft Software Pty Ltd

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

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.

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

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.

5. To print the cheque, follow the instructions in either “ Printing a single cheque or cheque letter

” 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).

Tip: Before you print your receipt and/or accompanying letter, you must customise the appearance of the deposit slip . For detailed information, see Chapter 18, "Report Writing".

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.

5. To print the receipt, follow the instructions in either “ Printing a single receipt / receipt letter ”

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.

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.

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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HandiTrust 2015 Operating the Authorities database

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.

An ‘S’ in this column indicates that the client has signed the Authority.

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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HandiTrust 2015 Available reports

All Cards

The All Cards report lists cards of all types, and displays the following information in tabular form.

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

The type of transaction, for example:

 R – Receipt

 P – Payment

 S – Service fee

 A - Adjustment

Chq/Rec #

The associated cheque or receipt number

Debits

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

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.

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.

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.

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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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.

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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HandiTrust 2015 Operating filter expressions

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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HandiTrust 2015 Saving reports

 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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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

Before you can create a meaningful report, you must firstly understand how a HandiTrust 2015 report works and where each piece of information comes from. This is described in the

"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

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

HandiTrust 2015 provides you with the ability to perform a function, such as printing a document, for clients that meet a certain criteria . This criteria may be a large number of items,

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

Mail

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.

- Open the HandiTrust 2015 online help.

Open a selection window.

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,

" Activities 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,

" Firm database ".

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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

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

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

HandiTax (interaction with) 70–72 handling fees 45 hiding phone and email information 31

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

Security Manager, interaction with 22 service fees 43–44, 75

SMS messaging sending messages 39 statements layouts 132

Tools menu

Export Data to File 107

Keyboard Macros 138

Rebuild Database Files 105

Validate data 106 transactions adjustments 75–77

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

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

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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Reklāma