Sage HandiAsset 2015 asset management software User Manual
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HandiAsset
2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
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Licence agreement HandiAsset 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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HandiAsset 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 HandiAsset 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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HandiAsset 2015 Licence agreement
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
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Licence agreement HandiAsset 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
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Contents
History of changes 11
Chapter 1.
Introduction to HandiAsset 13
Chapter 2.
Installing and configuring HandiAsset 17
Chapter 3.
Operating the Client database 23
Chapter 4.
Operating the Entity database 31
Chapter 5.
Tutorial – Creating an entity with assets 35
Chapter 6.
Managing your assets 43
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Contents HandiAsset 2015
Chapter 7.
Interaction with HandiLedger 63
Chapter 8.
Generating reports 67
Chapter 9.
Creating reports and expressions 73
Chapter 10.
Creating documents and mailing labels 81
Chapter 11.
Maintaining your data 83
Chapter 12.
Additional tools 87
Index 91
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History of changes
Introduction
The HandiAsset 2015 user manual has been updated since the initial version. The following list details the changes that have been made.
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 13/01/2015
Added information on the Client Portal .
Changes included in version: 01/09/2014
Updated Images and descriptions.
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Chapter 1. Introduction to HandiAsset
This chapter contains a summary of HandiAsset 2015's features.
Introducing HandiAsset
HandiAsset 2015 is a feature-rich asset management package that simplifies the set-up, tracking and depreciation of assets of all types, making it perfect both for your practice and your clients' businesses.
HandiAsset 2015 has been designed for you, an accountant in public practice. You can operate
HandiAsset 2015 as either (a) a freestanding software program, or (b) a program module in the
HandiSoft Software Suite.
The HandiSoft Software Suite shares client information between programs. For example, if a client changes their address, you record the new address in only one program – all other programs update instantly.
You should upgrade HandiAsset 2015 annually to ensure that:
Your practice complies with any legislative changes.
You are able to obtain software support.
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Chapter 1. Introduction to HandiAsset HandiAsset 2015
HandiAsset's features
Key features of HandiAsset
New assets can be entered in seconds using the asset setup wizard.
Integration with the HandiLedger 2014 module.
Unlimited number of depreciation methods per asset.
Calculation of depreciation over varying periods such as weekly, monthly, quarterly and annually.
Prints customised asset labels.
Supports attachment of digital photographs of assets.
Fully customisable
HandiAsset 2015 has been designed with flexibility in mind. You may create default settings to be used by your firm. Establishing default settings streamlines the input of data into HandiAsset
2015. Where possible HandiAsset 2015 will complete information for you based on the default settings that you have created.
The following items may be established with default settings specific to your firm:
Classification Groups – eg Cost Centre; Location; Asset Type
Depreciation Schedules – eg Vehicles - Taxation; Vehicles - General Ledger
Ledger Posting Accounts – These account codes are used to automatically create journal entires in HandiLedger 2015. Journal Entries may be created for depreciation expense, asset purchase, and asset disposal.
Depreciation Methods – For example, diminishing value and prime cost.
Entity Setup Wizard
The initial settings for each HandiAsset 2015 Entity are crucial. To ensure these settings are completed correctly, HandiAsset 2015 provides a 'Wizard' to guide you through the process of setting up an Entity for the first time.
The Entity Setup Wizard will walk you through the following areas:
Asset Classification Groups
Depreciation Schedules
Ledger Posting Accounts
Asset Setup Wizard
The HandiAsset 2015 program provides a Setup Wizard to guide you through the creation of a new asset. Your firm can customise the Asset Setup Wizard in order for it to prompt you to complete only those settings of relevance.
The Asset Setup Wizard will walk you through the following areas:
Asset details – eg name, historical cost, historical date, classification groupings, depreciation rate, and depreciation type.
Depreciation – Allows the asset's details to be input against the various depreciation schedules.
Physical Details – location of the asset; identification numbers; colour; condition; and dimensions.
Purchase Information – supplier; date; warranty; price; order number; invoice number; receipt number; etc
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HandiAsset 2015 Introducing HandiAsset
Repairs / Service – company providing the repairs; cost; date provide; date next service due; notes
Insurance – insurance company; policy number; date due; values; detail of claims.
Additional Information
Dispose – disposal date; consideration; disposal reason; and details for the depreciation schedule/journal entries.
Integration with HandiLedger
HandiAsset 2015 integrates with HandiLedger 2015, reducing the amount of data entry required within HandiLedger 2015. Journal entries may be automatically created in HandiLedger 2015 to record the following information:
Depreciation Expense
Asset Purchase
Asset Disposal
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Chapter 2. Installing and configuring
HandiAsset
In this chapter you will learn how to:
Install HandiAsset 2015, and
Correctly configure the program to suit your working environment.
Installing HandiAsset 2015
Instructions on how to install HandiAsset 2015 are provided with your software installation CD.
Please refer to them.
Understanding the "HandiAsset 2015" window
Configuring HandiAsset
Before you begin using HandiAsset 2015, we recommend that you complete the following configuration settings. You can alter these settings later, if required.
Data Entry
Customise the data entry behaviour of HandiAsset 2015 using the "Data Entry" window. To open the window, from the Options menu, click Data Entry.
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Chapter 2. Installing and configuring HandiAsset HandiAsset 2015
Figure 1: "Data Entry" Window
Enter key behaviour
In most Windows programs, the TAB key is used to move the cursor from one field to the next.
This is not always convenient when performing data entry using the numeric keypad.
To make data entry within HandiAsset 2015 easier, we allow you to force the numeric keypads
ENTER key to move you from field to field, rather than saving and exiting you from the current window. To have the numeric keypad's ENTER key behave in this manner:
1. From the Options menu, select Data Entry.
2. Select the Use keypad ENTER key as TAB key check box.
Capitalise text
This indicates the manner in which text entered into the computer is to be capitalised. Both the
First Character and All Characters options will override the normal function of the computer keyboard. Examples of how text will be capitalised are shown below.
Style Example
No Capitalisation
First Character
All Characters depreciation expense
Depreciation Expense
DEPRECIATION EXPENSE
Asset behaviour
The following options are available:
Goto Asset Form after Selecting the Entity – Select this option if you want HandiAsset
2015 to automatically show the Asset Classifications window (
View / Asset
Classifications) immediately after an Entity is selected.
Want Quantity and Unit Price - At the time of adding an asset, the Quantity and Unit
Price fields are both available. If these fields are never used, clearing this check box can disable them.
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HandiAsset 2015 Configuring HandiAsset
Setup Wizard
When an Entity is initially used in HandiAsset 2015, it is essential that its general HandiAsset
2015 settings be defined. A Setup Wizard exists to help guide you through this process.
Load defaults
The Load Defaults section, if used effectively, will greatly reduce the amount of typing required to establish the initial HandiAsset 2015 settings for an entity. You can specify default information for:
Classification Groups – Assets are grouped by classification group. Examples of classification groups may include Location, Cost Centre, and Store.
Depreciation Schedules – e.g. Plant & Equipment, Motor Vehicles and Furniture &
Fittings.
Ledger Posting Accounts – The account codes used when automatic journal entries are created in HandiLedger 2015.
Depreciation Methods – e.g. Taxation and Accounting.
This default information can automatically be used when creating a new Entity in HandiAsset
2015.
Default setups
Using the Options / Default Setups menu, you are able to create default information for the following categories:
Classification Groups – Assets are grouped by classification group. Examples of classification groups may include Location, Cost Centre, and Type.
Depreciation Schedules – e.g. Plant & Equipment, Motor Vehicles and Furniture &
Fittings.
Ledger Posting Accounts – The account codes used when automatic journal entries are created in HandiLedger 2015.
Depreciation Methods – e.g. Taxation and Accounting
Convert Depreciation Schedule Map - Map the HandiLdeger depreciation schedules to their equivalents in HandiAsset 2015.
By establishing default information for any of the above categories, the amount of data entry required when initially creating a HandiAsset 2015 entity can be greatly reduced.
Depreciation rates
HandiAsset 2015 contains a list of ATO standard depreciation rates. To access these rates, from the Options menu, click Depreciation Rates.
You are able to add additional depreciation rates and edit existing depreciation rates if required.
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Chapter 2. Installing and configuring HandiAsset HandiAsset 2015
Figure 2: The "Depreciation Rates" (default) window
Tip: For information on the "Depreciation Rates" window, press F1 to display the online help.
Passwords
All HandiSoft Software products can be setup in such a way that passwords restrict access to all HandiSoft Software products, including HandiAsset 2015. For someone to be able to access any of the HandiSoft Software products, they need to know the password.
For information on passwords and security, refer to the "Advanced Features 2015" manual.
Restrict access to a specific client
Passwords may be used to restrict access to specific clients within the HandiSoft modules.
Individual clients in the Client database may be set to Supervisor Access only. The result is that the client may be selected and worked on only if the HandiSoft module is accessed using the
Supervisor password.
To set a client for Supervisor Access only:
1. Log into HandiAsset 2015 using the Supervisor Password.
2. From the View menu, click Client Details.
3. On the "Clients" window, highlight the relevant client and then click Edit.
4. On the "Clients Detail" window, select the Supervisor Only check box.
5. Click Save.
6. To exit from the "Clients Detail" window, click Close.
7. To exit from the "Clients" window, click
Close.
Setup Wizard for new assets
The New Asset Helper is provided to guide you through the addition of an Asset into
HandiAsset 2015. The Helper will present you with each window requiring completion. Your firm may not require every one of these windows to be completed. Using the
Options / Setup
Wizard for New Assets you are able to specify which of the following windows will be accessed by the New Asset Helper:
Depreciation
Physical Details
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HandiAsset 2015
Purchase Information
Repairs / Services
Insurance
Additional Information
Dispose
Configuring HandiAsset
Reports
The Options / Reports menu controls the appearance of headings within any HandiAsset 2015 report. You are able to control the appearance of headings for the various Classification
Groups.
Completing the "Client Options" window
The settings specified in this window are User Name specific.
1. From the Options menu, click Clients. The "Client Options" window will open.
2. Complete the "Client Options" window as required and then click OK.
Figure 3: The "Client Options" window
Understanding reference codes
HandiAsset 2015 caters for different styles of reference codes. These include:
Automatically creating reference codes for you or
Manually creating your own reference codes.
Default client reference codes
HandiAsset 2015 can automatically create client reference codes for you. These automatic reference codes can be either of the following two styles:
Standard reference codes. HandiAsset 2015 can assign a client reference code when a new client is being created using Clients / View / New. To have HandiAsset 2015 assign the reference code, leave the Ref field blank and complete all other relevant fields in the
"Clients Detail" window.
Standard client reference codes take the form of four alpha characters followed by a unique four-digit number.
Example:
Mr Joe Bloggs would be assigned with the default client reference code of BLOG0001.
User name specific reference codes. HandiAsset 2015 can use a different style of client reference code based on which user initially adds the client into the client database. To do
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Chapter 2. Installing and configuring HandiAsset HandiAsset 2015
this, the Reference Start field (under General) from the Options / Clients menu must be completed for each user name in your practice.
Tip: The Ref Start field is unique to each user in the system. If each user has a unique ref start code, the staff member that setup the client can easily be identified by the fifth character of the customer reference code.
Example:
If the digit 9 was entered into the Reference Start field, then client references would be assigned as four alpha characters followed by a 9 followed by a unique 3 digit number (for example, APPL9001).
This facility allows a different client reference code to be assigned by HandiAsset 2015 based on the User Name of the person that created the client. This feature could be used where:
Each user in the firm is to use their own style of client reference codes or
HandiAsset 2015 has been installed on two different stand-alone computers. To prevent the same reference code being assigned to two different clients, each computer will use a different client referencing style.
Example:
All clients that have been added by the user name CAPE are to be issued a unique client reference style. On the "Clients Options" Options / Clients and Prospective Clients menu, the letter X has been entered into the Client Reference Start field. When CAPE added Joe
Appleyard into the client database; the client reference code of APPLX001 would be assigned.
Example:
ABC Accounting uses two stand-alone computers in their office. As the computers are not networked together, the machines are unable to share a common client database. To prevent the same reference code being issued to two different clients, ABC requires a different style of client reference to be used on each of the computers.
ABC has decided that one machine is to use the letter X as the fifth letter of each client reference code, while the second computer is to use the letter Z as the fifth letter.
If a client with the surname of SMITH is added into each computer, the first computer will assign a reference code of SMITX001. The second computer would assign the reference code as SMIT Z001
User defined client reference codes
Where your firm does not like the default client references that HandiAsset 2015 assigns, you may 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. Consequently, they type ”APPLJM” into the Ref field when they add Mr Joe Martin Appleyard into their client database.
Note: If the client has already been entered in the database via another HandiSoft program
(for example, HandiTax), it is better not to change the reference code, otherwise you could encounter problems transferring data from HandiAsset 2015 to HandiLedger 2015 and from
HandiLedger 2015 to HandiTax.
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Chapter 3. Operating the Client database
The Client database is a storage area where general client details are recorded. The information contained in the Client database includes:
Client Name
Client Reference Code
Address
Telephone Details
Email Address
Tax File Number
Australian Company Number
Superannuation Fund Number
Information contained in the Client database may then be accessed when generating letters, mailing labels, and client reports.
The Client database may be accessed from any of the HandiSoft modules. Consequently, any additions, deletions and amendments to the Client database may be performed from any
HandiSoft product. Any changes to a client's details are only made once, so a change to the
Client database from HandiAsset 2015 would also be reflected in HandiLedger 2015, HandiTax, and Time & Billing etc.
Opening the Client database
To open the client database:
From the
View menu, click Client Details.
The "Clients" window will open, displaying a summary of all clients. To access detailed information on a specific client, highlight the client and then click the View button.
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Chapter 3. Operating the Client database HandiAsset 2015
Figure 4: The "Clients" window
Appearance of the Client database
The Client database may be viewed in either a Summary or Detailed format. The "Clients" window displays a summary view of the client database. In this view, each client is displayed on a single line of the screen.
In addition to the fields displayed in the 'Summary View' the Client database contains other information, such as address and telephone details. This information can be viewed from the
"Clients Detail" window, which shows a 'detailed view' of the Client database. To change from the "Clients" window to the "Clients Detail" window, click
View.
Adding a new client
From within HandiAsset 2015, clients are added to the Client database as follows:
1. From the View menu, click Client Details.
2. On the "Clients" window, click New. The "Clients Detail" window will open.
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Figure 5: The "Clients Detail" window
3. Complete the "Clients Detail" window.
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HandiAsset 2015 Accessing the Client Portal
4. Click Save and then Close.
Note:
If the newly created client is to be used in HandiAsset 2015, you must also add the client to the
Entity database.
Tip: For information on the "Clients Detail" window, press F1 to display the online help.
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, on the “Attention” window, click OK.
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.
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.
Tagging clients
It is likely that you will need to perform a specific task on a group of clients. To define a group of clients, you would Tag the relevant clients.
Note: Tagging is user specific.
Example: Two computer operators are currently using the HandiSoft products. They are using the user names of CAPE and JAMES. CAPE has tagged five clients that belong to the same family group. At the same time, JAMES has tagged a number of clients in-order to produce a report. They are able to do this at the same time without their tags combining.
How to tag, untag and view tagged clients
Tag a client
To tag a client:
1. From the View menu, click Client Details.
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Chapter 3. Operating the Client database HandiAsset 2015
2. Highlight the required client.
3. Click Tag.
4. The client should now be tagged. A tagged client is displayed in bold in the client database.
View tagged clients
You may view the reference codes of all of the tagged clients from the
View / Tagged Clients
menu.
Untag clients
A single client can be untagged manually by performing the following operations:
1. From the
View menu, click Client Details.
2. Highlight the client that is to be untagged.
3. Click Tag.
4. The client should now be untagged, and no longer displayed in bold.
5. Alternatively, from the View menu, click Tagged Clients. Highlight the required client and click
Untag.
Untag all clients
To untag all clients at once:
1. From the View menu, click Client Details.
2. Click Clear
3. All clients should now be untagged.
Recording client notes
Within the client database, you are able to attach notes to individual clients. For example, you may wish to record the date you received financial information from a client. The information that may be included in a client note is unlimited.
Tip: Client notes are shared across all HandiSoft modules.
Add a client note
1. From the View menu, click Client Details.
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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Figure 6: The "Client Notes For" window
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HandiAsset 2015 Recording client notes
Note: You can also add notes to a client by clicking Notes on the “Clients Detail” window.
4. Click New to open the “Client Note” window.
Figure 7: The "Client Note" window
5. Enter details of the note, and then click Save and Close.
Tip:When you enter a note, you assign a specific Note Type. This makes it easier to search for notes.
Adding and editing client note types
When you create a client note, you can assign a note type to it. This enables you to filter notes by their note type.
The following default note types are available:
Invoicing
JobFlow
Superannuation
Tax
General
Consulting
Debtors
In addition to the default types, you can also create, edit and delete you r own custom note types.
1. From the Options menu, click Client Note Types to open the “Client Note Types” window.
Figure 8: The "Client Note Types" window
2. To add a new note type, click Add. On the “Add Note Type” window, enter a name for the new note type.
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Chapter 3. Operating the Client database HandiAsset 2015
3. To edit or delete an unused custom note type, highlight the note type, and click
Edit or
Delete.
4. If required, you can change the order in which the note types are listed by highlighting a note type and clicking the blue arrows to move it up or down.
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 Client and then click Client Notes Report to open the
“Client Notes Report” window.
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Figure 9: The "Client Notes Report" window
2. Complete the fields to specify the client notes to be included.
3. Click Query to run the report.
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HandiAsset 2015 Client extra details
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 10: 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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Chapter 4. Operating the Entity database
The Entity Database is a storage area in which client accounting details are recorded. The information contained in the Entity Database includes:
Trading Name
Entity type (i.e. company, trust, sole trader, superannuation fund, and partnership).
If the client is a reporting entity
The type of business the client is involved in (i.e. primary production, livestock, manufacturing, trading)
The financial year dates.
Information specified in the Entity Database is used to create the client's Chart of Accounts and to determine the types of reports required.
The Entity Database is used by HandiLedger 2015 and HandiAsset 2015, and may be accessed from either of these products. Any additions, deletions and amendments to the Entity Database may be performed in either HandiLedger 2015 or HandiAsset 2015, and the alteration will automatically be applied to the other software products.
In HandiAsset 2015, the Entity Database is accessed by pressing F3 or from the View / Entity
Details menu.
Appearance of the Entity database
The Entity Database may be viewed in either a Summary or Detailed format. When you first press F3 or go into View / Entity Details, you will be presented with the "Entities" window, which displays a summary view of the client database.
Figure 11: The "Entities" window
The "Entities" window is split into two sections.
1. The upper section of the window displays a 'summary view' of all Entities that have been established in the Entity Database. More detailed information is stored for each entity.
Clicking View will access detailed information for the highlighted entity. Clicking View will
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Chapter 4. Operating the Entity database HandiAsset 2015
cause the "Entity Details" window to open, which displays detailed information on one specific entity.
2. The lower portion of the window displays information on each accounting year that has been created for the highlighted Entity. The Year Section may be displayed in either a
'summary view' or a 'detailed view'. The 'summary view' is automatically displayed when the "Entities" window is open. To display the 'detailed view' of a specific year:
Highlight the year that you wish to see.
In the Year Section, click View.
The Year Section should now be displayed in a detailed format.
The View button can be clicked again to return to the Year Section back to a 'summary view'.
Adding an entity
Before any assets can be entered, you must add a new entity and assign the entity a chart of accounts.
How to add a new entity
1. From the Entity menu, click Add a New Entity. The "Add a New Entity" window will open.
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Figure 12: The "Add a new entity" window
2. In the "Add a New Entity" window, click Choose. The "Choose a Client" window will open.
Click
Find to locate the client.
If the client exists in the "Choose a Client" window, click
Select. HandiLedger 2015 will complete part of the "Add a New Entity" window for you.
If the client does not exist in the "Choose a Client" window, click Close. The "Add a
New Entity" window will open. You must manually complete the Client Details section.
3. Complete the Entity Details section. For information on each field, press F1.
Note: The entity Type and Sub-Type determine the accounts included in the Chart of
Accounts, and the type of reports that may be generated.
4. Complete the Financial Year Details section. For information on each field, press F1.
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HandiAsset 2015 Entity types and sub-types
Caution: If you do not complete the Comparative Year option correctly, the client's
reports may be incorrect. Please refer to " Comparative year option " on page 33.
5. Click Save.
Entity types and sub-types
When adding an entity, you are required to specify its Entity Type, and sometimes its Entity
Sub-Type. You are provided with the following options:
1. Sole Trader
2. Partnership
3. Trust
4. Company
Standard
Trustee
Association
5. Superannuation Fund
Defined contribution
Defined benefit
The Entity Type that you select will determine the accounts included in the Chart of Accounts, and the type of reports that may be generated.
Comparative year option
From the "Add a New Entity" window, the Financial Year Details section contains a
Comparative year checkbox. It is essential that this option be completed correctly in order for
HandiLedger 2015 to produce meaningful reports.
The Comparative year option is used in relation to the Opening Stock and Retained Profits /
Accumulated Losses accounts.
Using Opening Stock as an example, if the client was to trade normally for the accounting year of 1/7/14 to 30/6/15, you would expect the Opening Stock account to contain an entry dated
1/7/14 to record the opening stock for the year.
Where you are setting the client up for the first time, the accounts of the client are generally entered as a journal entry dated on the 30 th of June. This would mean that your Opening Stock account would contain an entry at 30/6/14 instead of 1/7/14. This confuses HandiLedger 2015 and can result in the Trial Balance being out of balance by the stock amount. To overcome this problem, you need to tell HandiAsset 2015 that Opening Stock will be at a date other than the first day of the accounting year. This is where the Comparative Year option comes into play.
By selecting the Comparative Year option, you are able to tell HandiLedger 2015 to look for the
Opening Stock journal at a date other than 1/7/14.
Therefore:
Where the accounting year in HandiAsset 2015 is being established for the first time, and the journal entry to establish the account balance is dated with a date other than the first day of the accounting year, the Comparative Year option should be selected.
Where the entity has already been established in HandiAsset 2015, the opening balance of all Balance Sheet accounts should be dated on the first day of the accounting year. In this situation, the Comparative Year option should be left cleared.
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Chapter 5. Tutorial – Creating an entity with assets
You have just bought HandiAsset 2015 and you want to enter data right now! How do you do that? This chapter will guide you through a tutorial on how to establish your clients and assets.
The remaining chapters in this manual will provide more detailed information and will introduce some advanced functions of HandiAsset 2015.
Creating your first entity
To begin using the HandiAsset 2015 module, you need to:
Create a Client and an Entity
Specify the HandiAsset 2015 Entity Setup details.
Adding a client and an entity
If you already use other HandiSoft modules, you will find that all of your clients already exist in the client database ( View / Client Details). Where you already use HandiLedger 2015, your entities will already exist in the entity database ( View / Entity Details).
If you are a new HandiSoft user, you will need to add your firm's clients into the Client Database
(Refer to: Chapter 3, "Operating the Client database"), and add the general ledger setup details into the Entity Database (Refer to: Chapter 4, "Operating the Entity Database").
Example: We will create a Client with the following details:
Name = Test Client for HandiAsset
We will also create an Entity with the following details:
Reference – TEST0001
Type – Company
Sub-type - Standard
1. From the Entity menu, click Add New Entity.
2. In the "Add a new entity" window, under Client details, specify:
The client type as Non-individual
The client name as "Test Client for HandiAsset"
3. As we are adding a new client into the computer, there is no need to use Choose. This button is used where the client already exists in the client database ( View / Client Details).
4. Now complete the 'Entity Details' area. (Refer to Chapter 4, "The Entity database") We will add in the minimum amount of information as follows. All other fields should be left as they appear on your screen.
Reference = TEST0001
Type = Company
Sub-type = Standard
Ensure that the financial year has been created in the Financial Year details section.
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Chapter 5. Tutorial – Creating an entity with assets
5. Once the information has been input, click Save, and then click Close.
HandiAsset 2015
Selecting the client/entity
To work on a particular client, we must select that client/entity record. To select our client "Test
Client for HandiLedger" you would:
1. From the View menu, click Entity Details.
2. On the “Entities” window, using Find, locate the client.
3. Once the clients name is highlighted, click Select.
4. As this entity has not been used previously, you will be prompted to attach a Chart of
Accounts to the entity. Highlight Master.coy and then click Open.
The window, “Setup Wizard for the Current Entity”, will have opened on your screen. The next section, completing the HandiAsset 2015 Entity Setup, will tell you how to complete this window.
5. The client/entity is now selected. You will notice that the name "Test Client for HandiAsset" and the relevant year are displayed at the bottom of your window. We are now ready to establish the initial HandiAsset 2015 Entity Setups.
Completing the Entity Setup
Before asset information is attached to an entity, it is crucial that the entities initial settings be established. If the initial settings are incorrect, then you may need to delete asset data before the settings can be corrected.
The initial settings for our client "Test Client for HandiAsset" are established as follows:
1. The Setup Wizard for the Current Entity should be displayed on your screen. If you have exited out of that window, press the F5 key to return to it.
Tip: If you get "cannot read" error message after pressing F5, you will need to reselect the entity via the "Entities" window.
2. The Setup Wizard will guide you through establishing the required settings. It is just a matter of completing each window as it appears.
Setup Asset Classification Groups
1. The window you are in should read, "Setup the Asset Classification Groups". Click OK.
Example: Our client "Test Client for HandiAsset" trades as a service station. It owns two service stations – one in Perth and one in Fremantle. Each service station has three cost centres – garage, shop and bowser. We will therefore need to establish the following three Classification Groups:
- Depreciation Schedules
- Cost Centre
- Location
2. In the "Classification Groups" window, we need to establish the different ways in which the assets may be grouped. The asset groups to be used by this client are displayed on the left-hand side of the window. To attach both Cost Centre and Location to this client:
Highlight Cost Centre in the right-hand side of the screen.
Click the < button. This will move Cost Centre to the left-hand side of the screen.
Repeat this procedure for the Location group.
3. Click OK.
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HandiAsset 2015 Creating your first entity
Setup the Depreciation Schedules
1. The window you are in should read "Setup the Depreciation Schedules". Click OK.
Example: "Test Client for HandiAsset" has assets falling into the following types. We therefore need to create a Depreciation Schedule for each type.
- Fixtures and Fittings
- Plant and Equipment
- Motor Vehicles
The "Depreciation Schedules" window already has the above listed, so all you have to do is delete the remaining ones that you do not need.
2. Highlight the schedules that you do not need, and click Delete.
3. Click Close.
Setup the Cost Centre
1. The window you are in should read, "Setup the Cost Centre". Click OK.
Example: As mentioned before, our client "Test Client for HandiAsset" owns two service stations. Each service station has three cost centres – garage, shop and bowser
2. Click New, type in the name "Garage" and then press Save.
3. Repeat this procedure, adding the Cost Centres of "Shop" and "Bowser"
4. After inputting this information, click Close.
Setup the Location
1. The window you are in should read, "Setup the Location". Click OK.
Example: As mentioned previously, our client "Test Client for HandiAsset" owns two service stations – one in Perth and one in Fremantle.
2. Click New, type in the name "Perth" and then press Save.
3. Repeat this procedure, adding in the location of "Fremantle".
4. After inputting this information, click Close.
Setup the Ledger Posting Accounts
The Ledger Posting accounts are used when HandiAsset 2015 creates automatic journal entries. The accuracy of HandiAsset 2015 is therefore dependent on the account codes you define in this area.
1. The window you are in should read, "Setup the Ledger Posting Accounts". Click OK.
2. First, you must specify which asset group the Ledger Posting Accounts will relate to. In the upper half of the screen, specify the following details:
Depreciation Schedule Cost Centre Location
Fixtures and Fittings Garage All
3. In the lower half of the window, you will establish the following Ledger Posting Accounts for our client. Please note that the revenue/expense account codes have been sub-accounted.
This will facilitate the production of Divisional Reports within HandiLedger 2015.
Note: Alterations to the Chart of Accounts can ONLY be made in HandiLedger 2015.
Therefore, to add any of the following account codes you must firstly go into HandiLedger
2015.
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Chapter 5. Tutorial – Creating an entity with assets HandiAsset 2015
Account
Bank
Asset Account
Depreciation Expense
Accumulated Depreciation
Capital Gain on Sale of Asset
Profit(loss) on Sale of Asset
4. Click Save / Close / Finish
Ledger Code
2000
2831
1617
2834
0601
0600
Setting up an asset
Once the HandiAsset 2015 entity settings have been completed, you are ready to attach an asset to the client. Assets may be created in either of the following ways:
Converted across from HandiLedger 2015.
Manually entered.
Converting assets from HandiLedger
Where your firm was previously using the HandiLedger 2015 depreciation schedules, you can simply convert the asset information into HandiAsset 2015. Once the information has been converted you may then wish to alter some of the asset information to make use of the enhanced facilities available in HandiAsset 2015.
Converting the information
1. From the View menu, click Entity Details
2. Highlight the Entity to be converted
3. Click Select and then OK.
4. The "Convert" window will appear, displaying the reference code of the client that the schedules will be converted for. Make sure that this is the correct client.
5. On the "Convert" window, click OK.
6. If HandiAsset 2015 data exists for this client, the "Already Converted?" window will open. If this window appears, you must indicate what is to be done with the existing data, and then click OK. You may either:
Remove – Removes the existing HandiAsset 2015 data and then converts the depreciation and asset details across from HandiLedger 2015.
Append - Converts the depreciation and asset details from HandiLedger 2015 and adds it to the existing HandiAsset 2015 information for the client.
Manually adding an asset
To guide you through the addition of an Asset, HandiAsset 2015 provides an Asset Setup
Wizard. Assets may also be created without the aid of this Wizard. We have provided step-bystep instructions below on creating an asset using the Asset Setup Wizard.
Tip: If the Asset Setup Wizard is not turned on, you can turn it on as follows: From the
Options menu, click Setup Wizard for New Assets. Select the Run Setup Wizard for New
Assets check box.
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HandiAsset 2015 Setting up an asset
Using the Asset Setup Wizard – Worked example
The Asset Setup Wizard guides you through the creation of an Asset. In the "Setup Wizard for" window, a number of items are listed. By placing a tick against the relevant items, the Setup
Wizard will only visit those items when adding a new asset.
For our example, we attach a Luxury Motor Car to our client. The car was purchased on
01/08/2007 for $65,000. The car will be attached to the Motor Vehicle Depreciation Schedule.
The car is used by the Perth service station.
Our asset is created in the following manner:
1. From the View menu, click Asset Classifications or press F4.
2. On the "Asset Classifications" window, click Assets and then New.
3. You will be in the "New Asset" window. Input the relevant details:
Description = Luxury Car
Historical Cost = $65,000
Historical Date = 01/08/2014
Depreciation Schedule = Motor Vehicles
Location = Perth
Pool = Not Pooled
Note: If the client is a Small Business Entity (SBE), then the assets can be pooled. For this example, we will assume that client is not an SBE.
Depreciation Rate = 15%
Depreciation Type = Prime Cost
4. Click
Save.
5. Select the following items under
Mark the desired actions to be run. All other items should be cleared.
Depreciation
Physical Details
6. Click OK. This will open up the "Depreciation Details" window.
We will assume that the Car uses different depreciation information for both taxation and accounting purposes. The Accounting Depreciation Method already exists in the
"Depreciation Details" window. We will need to create an additional method for taxation purposes.
7. To create another depreciation method:
Click Methods. The "Depreciation Methods" window will open.
Click New.
Complete the Method Name as "Taxation", the Type as "Diminishing Value" and the
Calculated field as "Yearly".
Click Save and then Close.
8. In the "Depreciation Details" window, complete the following details for each of the methods:
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Chapter 5. Tutorial – Creating an entity with assets HandiAsset 2015
Field
Total cost
Depn
Pool
Rate
Type
Value
Additions
Cost
Date
Figure 13: The "Depreciation Details" window
Accounting method
Taxation method
Comment
$65,000.00
Not Pooled
15 %
PC
$ 0
Not Pooled
22.5%
DV
$ 0
In this case, the asset is not allocated to a depreciation pool.
Value is the amount of depreciation expense. We have left this blank so that
HandiAsset 2015 will make the calculation for us.
$65,000
01/08/14
$65,000
01/08/14
As the asset was purchased during the current financial year, we complete the Additions area and leave the OWDV field blank.
Tip: The Additions section would be left blank if the asset was purchased in a prior year, and the OWDV field would need to be completed.
Field
Extra Info
OWDV
Private
Accounting method
$ 0
10 %
Taxation method
$ 0
10 %
Comment
OWDV is left blank as asset purchased in the current financial year.
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HandiAsset 2015 Setting up an asset
9. Click Further to access the next screen
Field Accounting method
Taxation method
Bal Chg $ 0 $ 0
Comment
Tax Limit N/a $55,134
If a balancing charge were offset against the asset, it would be entered here.
(For our example this is left blank)
If the ATO places a tax limit on the depreciable value of the asset, that should be entered here.
10. Click Close, and then Wizard. This will return you to the "Setup Wizard" window. In this window, 'Physical Details' will now be highlighted. Click
OK.
11. In the "Physical Details" window, information to identify the asset will be input. Only the relevant fields need to be completed. For our Car, we will complete the following information:
Model number = GN430
Manuf'd = 15/07/2013
Condition = new
Colour = red
12. After completing the above information, click
Save. This will return you to the "Setup
Wizard" window.
13. We have finished entering the information required by our firm. Click Finish.
14. You will now be in the "Asset Classification" window. In the upper half of the window, highlight:
All Depreciation Schedules - You will see the Luxury Car displayed at the bottom of the window.
Fixtures & Fittings and Plant & Equipment Schedules - Notice that there are no assets displayed in the lower half of this window. This is due to the Luxury Car being attached to the Motor Vehicles schedule.
Motor Vehicles - You will see the Luxury Car displayed at the bottom of the window.
15. Notice that the buttons for ' Depreciation Schedule, 'Cost Centre' and 'Location' are displayed across the top of the window. Click Location. Notice how the display in the upper half of the window has changed. You will now find the Luxury Car displayed in the location category of Perth.
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Chapter 6. Managing your assets
This chapter discusses asset management options such as depreciation, contacts and the reminder list.
Using the "Asset Classifications" window
Within HandiAsset 2015, the selected client's assets are managed from the "Asset
Classifications" window.
Figure 14: "Asset Classifications" window
This window is quickly accessed by doing one of the following:
Press
F4
From the
View menu, click Asset Classifications.
Click the View assets toolbar button.
The upper half of the "Asset Classifications" window displays the various asset classifications as well as providing the options to print reports and perform various transaction items.
The lower half of the "Asset Classifications" window displays information on the asset classification that is highlighted in the upper window.
Tip: For information on the "Asset Classifications" window, press F1 to display the online help.
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Classification order
You can change the order in which the assets are displayed in the "Asset Classifications" window.
For example, in our example we may find the following asset classifications: Depreciation
Schedules and Location.
The "Asset Classifications" window shown earlier in this chapter displays the Assets in
Depreciation Schedule order whereas the diagram below shows the assets displayed in
Location order.
To change the order in which the assets are displayed, click the required classification group heading.
Figure 15: "Asset Classification" window in Location display order
Classification groups
Asset classifications provide a means of grouping the assets of your client. An obvious classification group is Depreciation Schedules. Assets can be grouped into Plant & Equipment,
Motor Vehicles, Furniture & Fittings and so on. When assets are added into HandiAsset 2015, they are assigned to the relevant classification groups.
HandiAsset 2015 is supplied with the following classification groups:
Depreciation Schedules
Cost Centre
Location
Type
In addition to the above, you can create your own customised asset classification groups.
Example:
ABC Services owns two service stations – one in Perth and one in Fremantle. Each service station is divided into 3 cost centres – garage, shop and bowsers. Consequently, the client would need the following asset classification groups.
- Depreciation Schedules
- Location
- Cost Centre
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HandiAsset 2015 Adding a new asset
When establishing an Entity in HandiAsset 2015, you need to indicate which asset classifications are to be used by the client. It is possible that each of your firm's clients will use different asset classifications. These Asset Classifications can be specified using either:
From the Input menu, click Classification Groups.
Press F5 or
From the Input menu, click Setup Wizard for the Current Entity
Adding a new asset
There are several ways to add a new asset into HandiAsset 2015. This may be achieved by:
Using the Setup Wizard for the entity (Refer to: Chapter 5, "Tutorial - Creating an entity with assets"); or
Through the "Asset Classifications" window.
Setup Wizard for the current entity
To quickly create the initial settings for a new entity in HandiAsset 2015, we have provided you with a
Setup Wizard for the Current Entity. This Setup Wizard will guide you through the information that must be established when first setting up an entity in HandiAsset 2015. An example of using the setup wizard is outlined in Chapter 5, "Tutorial – Creating an entity with assets".
The Setup Wizard can guide you through the following tasks:
Converting asset and depreciation information across from HandiLedger 2015.
Creation of the Asset Classification groups
Creation of the relevant Depreciation Schedules.
Creation of the Ledger Posting Accounts.
Creating an asset using the "Asset Classifications" window
In the lower half of the "Asset Classifications" window, use
New to attach new assets to the selected client. The screens that appear after clicking New will vary depending on the method being used to create the assets.
Assets can be created in either of the following ways:
1. Using the Asset Setup Wizard.
2. Manually.
Using the Asset Setup Wizard
The Asset Setup Wizard is designed to guide you throughout the asset creation process. One by one, it will present you with the screens that require completion. The Asset Setup Wizard may be turned on or off from Options / Setup Wizard for New Assets.
Tip: You can control the windows that will be visited by the Asset Setup Wizard. To specify which windows will be displayed, please go into
Options / Setup Wizard for New
Assets and select the relevant windows.
Where the Asset Setup Wizard has been turned on, clicking Asset and then New on the "Asset
Classifications" window ( F4) will start the Asset Setup Wizard.
Adding an asset is then made very simple – all you need to do is complete the information that is requested. Each setup screen is detailed in the Editing an Asset section of this chapter.
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Chapter 6. Managing your assets HandiAsset 2015
Manually adding an asset
Where the Asset Setup Wizard has been turned off, you can manually add assets into
HandiAsset 2015.
1. Press
F4 to bring up the "Asset Classifications" window
2. Click
Assets and then New.
In the "New Asset" window, add the basic asset details such as name, classifications and historical details.
Tip: You will also need to ensure the relevant depreciation details are completed. (Refer
to: “ Adding or editing depreciation details ” on page 51)
Depreciation schedules
HandiAsset 2015 clients must have the relevant Deprecation Schedules attached to them.
When assets are later attached to a client, they are assigned to the correct Depreciation
Schedule. Depreciation Schedules may be attached to your entity in the following ways:
From the Input menu, click Depreciation Schedules or;
From the View menu, click Asset Classifications. Click Class, and then New or;
Press F4. Click Class, and then New or;
Press F5 or,
From the Input menu, click Setup Wizard for the Current Entity
Depreciation methods
For each asset, HandiAsset 2015 can maintain information for multiple Depreciation Methods.
For example, you may require separate depreciation schedules for:
Taxation Purposes.
Accounting Purposes.
The various depreciation methods to be used by the selected client are established in the
"Depreciation Methods" window, which is accessed from Input / Depreciation Methods.
Pooling assets
HandiAsset 2015 allows you to allocate assets to the following asset pools:
Low Value Pool
General Pool
Long Life Pool
Before you can pool an asset, you must have added that asset into a depreciation schedule.
Small Business Entity (SBE)
Depending on whether the selected entity is an SBE or a Non-SBE taxpayer, HandiAsset 2015 may limit the asset pools that you can access. For each accounting year, you must indicate if the client is a Small Business Entity.
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Indicate if the entity is a Small Business Entity
1. From the View menu, click Entity details.
2. Highlight the entity.
3. In the bottom half of the window, highlight the relevant accounting year.
4. Click Year and then Edit.
If the client is an SBE taxpayer, select the Small Business Entity checkbox.
If the client is a Non-SBE taxpayer, clear the Small Business Entity checkbox.
5. Click Save.
You must reselect the entity for the changes to take effect.
6. Click Entity and then click Select.
Setting up the pools
You can set up the pools by entering the applicable debit and credit accounts. The debit and credit accounts that you specify are used when HandiAsset 2015 creates automatic journal entries to record depreciation expense.
If you do not want HandiAsset 2015 to create automatic journal entries, then leave the debit and credit accounts blank.
To enter the debit and credit accounts.
1. Press F4 or, from the View menu, click Asset Classifications to open the "Asset
Classifications" window.
2. Click
Class and then Pooling. The "Depreciation Pools" window will open.
Figure 16: The "Depreciation Pools" window
The top part of the "Depreciation Pools" window lists the three asset pools.
3. Highlight the pool to be set up and click Edit. The window will change to provide edit fields.
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Chapter 6. Managing your assets HandiAsset 2015
Figure 17: Asset Pool edit fields
4. Click the buttons next to the Debit Account and Credit Account fields to select the accounts for the asset pool.
5. Click Save.
6. Click View to return to the asset pool list.
7. Set up the other pools as required.
Entering an opening balance
You are given the option of entering an opening balance for a pool. In order to do this, the selected entity must have assets that can be pooled.
1. On top part of the "Depreciation Pools" window, highlight the pool for which you want to enter an opening balance.
2. Click
Opening. The "Change Pool Opening Balance" window will open.
Figure 18: The "Change Pool Opening Balance" window
Tip: If the top field of the "Change Pool Opening Balance" window displays "Not
Pooled", it means that the selected entity does not have any assets to pool. You are, therefore, not able to set an opening balance.
3. Enter the information in the "Change Pool Opening Balance" window, and click
OK.
Adding assets to a pool
You can add assets to a pool as follows:
1. Press F4 or, from the View menu, click Asset Classifications to open the "Asset
Classifications" window.
2. Click Class and then Pooling. The "Depreciation Pools" window will open.
3. Highlight the required pool and click Add Assets. The "Asset Pooling" window will open.
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HandiAsset 2015 Pooling assets
Figure 19: The "Asset Pooling" window
4. In the Depreciation Schedule field, select the depreciation schedule from which the assets are to be added.
5. Click Search. The assets in the selected depreciation schedule will be listed in the left pane of the "Asset Pooling" window.
Figure 20: Listed assets
6. To allocate all the assets to the pool, click the button.
To allocate a single asset to the pool, highlight the asset and click the button.
The allocated assets will be listed in the right pane on the "Asset Pooling" window.
Note: The right pane only lists assets allocated to the pool now, and not those that have been previously added.
7. If you need to remove all the newly allocated assets from the pool, click the . To remove a single asset, highlight the asset and click .
8. If required, select the Increase pool value by OWDV of assets check box.
9. Click OK to confirm the additions to the pool, and return to the "Depreciation Pools" window.
Caution: You can only add assets from one depreciation schedule at a time. If you attempt to add assets from another depreciation schedule before clicking OK, those from the previous depreciation schedule will not be added.
10. To add assets from another depreciation schedule to the pool, click Add Assets, and repeat the previous steps.
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Chapter 6. Managing your assets HandiAsset 2015
Removing assets from a pool
You can remove an asset from the pool as follows:
1. Press F4 or, from the View menu, click Asset Classifications to open the "Asset
Classifications" window.
2. On the upper part of the "Asset Classifications" window, highlight the required asset classification.
3. On the lower pane, highlight the asset to be removed.
4. Click Assets, and then Edit to open the "Asset" window.
5. On the "Asset" window, under More, click 1 Depreciation. The "Depreciation Details" window will open.
6. On the "Depreciation Details" window, select the tab for the applicable accounting method.
7. Under Depreciation, in the Pool field, select "Not Pooled".
8. Click Save and then Close.
9. Click Close to exit the "Asset" summary window.
10. The "Asset Classifications" window will now indicate that the asset is not pooled.
Generating depreciation pool reports
HandiAsset 2015 allows you to generate reports on the asset depreciation pools. This enables you to see what assets are in the pools.
1. Press F4 or, from the View menu, click Asset Classifications to open the "Asset
Classifications" window.
2. Click Class and then Pooling. The "Depreciation Pools" window will open.
3. On the "Depreciation Pools" window, click Report.
4. On the "Depreciation Pools Report" window, click Print to print the report directly, or View to preview the report before printing it.
Figure 21: The "Depreciation Pools Report" window
Editing an asset
Once an asset has been entered into HandiAsset 2015, you can edit asset details. If you have manually added an asset, you will need to complete the relevant sections to ensure that your assets have the required information including depreciation details.
1. Press F4 to bring up the "Asset Classifications" window.
2. Locate the asset and highlight it.
3. Click Assets and then Edit.
The "Asset" window will now open.
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HandiAsset 2015 Editing an asset
Figure 22: The "Asset" window
From the "Asset" window, you can edit the following details:
Classifications
Depreciation
Physical location
Purchase Details
Repair Details
Insurance Details
Additional Details
Disposal Details
Component Details (If the asset is an assembly)
View the assets Transactions
Adding or editing depreciation details
To add, edit or view the depreciation details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Assets and then click Edit. The "Asset" window will open.
4. Click Depreciation to open the "Depreciation Details" window.
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Chapter 6. Managing your assets HandiAsset 2015
Figure 23: The "Depreciation Details" window – Car
5. Enter the required information
Small Business Entity depreciation
From the 2012/13 income year, assets purchased which cost no more than $6,500 are immediately deductible. Other assets are pooled into either a general pool or a long life pool.
The long life small business pool and the general small business pool have been consolidated into a single pool to be written off at one rate.
Small business entities can claim an accelerated intial deduction for motor vehicles acquired after 30 June 2012. If the motor vehicle costs more than $6,500, it is added to the general small business pool, but the initial deduction is up to $5,000 plus 15% of the remaining amount.
Motor vehicle Accelerated Initial Deduction
When you add a motor vehicle costing more than $ 6,500 and acquired after 30 June 2012 as an asset, you can enter an initial deduction of up to $5,000 and 15% of the remainder.
1. On the “Depreciation Details,window, the MV Accelerated Initial Deduction field will be available if the following conditions are met:
The Acquisistion Cost of the vehicle is more than $6.500
The Acquisition Date is later than 30 June 2012
The General Pool is selected
2. In the
MV Accelerated Initial Deduction field, type $5,000.
If the value you enter in the
Private % field reduces the depreciable value of the asset to less than $5,000, the maximum amount entered in the MV Accelerated Initial Deduction field will reduce automatically. In the following example, the
Private Proportion of 80%, reduces the depreciable amount of the asset to $4,800, so the MV Accelerated Initial Deduction value also reduces to $4,800 to fully depreciate the vehicle.
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Pool report
If you run a Pool report for the example of a $24,000 vehicle with 80% private usage, you can see that Accelerated Initial Deduction is $4,800, which leaves the closing value of the pool to be 0.
The Pool report for a $24,000 vehicle with
0% private usage, the Initial Accelerated Deduction is $5,000, with an additional deduction of $2,850, which is 15% of the remaining value of
$19,000.
Adding or editing physical details
To add, edit or view the physical details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click
Asset and then click Edit. The "Asset" window will open.
4. Click
Physical. The "Physical Details" window will open.
5. Enter the required information.
Figure 24: The "Physical Details" window
Adding a digital photograph
To add a digital picture to an asset
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Asset and then click Edit. You will then be in the "Asset" window.
4. Click Physical. This will open the "Physical Details" window.
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Chapter 6. Managing your assets HandiAsset 2015
5. Click Picture, which will bring you to the "Asset Picture" window.
6. Click New in the "Asset Picture" window
7. This will open the select picture window that allows you to locate the digital picture. The default is the \Hsoft\doc folder. Locate the folder containing your picture. Highlight the picture and click
Open.
Note: The picture must be in bitmap (.bmp) format.
8. The Asset Picture window will open and you will need to enter a name for your picture.
Enter the picture name and click Save. Then click Close.
Viewing or editing an asset's picture
To view the picture of an asset
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classifications lower window, locate the asset and highlight it.
3. Click Assets and then click Edit. You will then be in the "Asset" window.
4. Click Physical. The "Physical Details" window will open.
5. Click
Picture, which will bring you to the "Asset Picture" window.
Figure 25: The "Asset Picture" window
6. Click Close, to return to the "Physical Details" window.
Adding or editing locations
Locations describe where assets may be found. Examples would include:
Director's office
Reception area
Shed 1
Locations are added into HandiAsset 2015 using Input / Locations.
Once the various location areas have been added into HandiAsset 2015, these locations can then be assigned to the relevant assets. This may be done:
For Existing Assets
When using the Setup Wizard for New Assets
When adding assets manually
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HandiAsset 2015 Editing an asset
Locations for existing assets
1. Press F4 to open the "Asset Classifications" window.
2. In the lower half of the window, highlight the asset to which the information will be attached.
3. Click Assets then click Edit. This will open the "Asset" window.
4. Under Classifications, in the Location field, enter or select the location of the asset.
5. Click Save, and then Close.
Locations for new assets
1. Press F4 to open the "Asset Classifications" window.
2. In the lower half of the window, highlight the asset to which the information will be attached.
3. Click
Assets then click New. This will open the "New Asset" window.
4. Under
Classifications, in the Location field, enter or select the location of the asset.
5. Click Save, and then Close.
Adding or editing purchase information
To add, edit or view the purchase information details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Asset and then Edit. You will then be in the "Asset" window.
4. Click Purchase. The "Purchase Information" window will open.
Figure 26: The "Purchase Information" window
5. Enter the required information.
Adding or editing repairs and service information
To add, edit or view the Repairs / Service information details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Asset and then click Edit. You will then be in the "Asset" window.
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Chapter 6. Managing your assets
4. Click Repairs. The "Repairs / Service" window will open.
HandiAsset 2015
Figure 27: The "Repairs / Services" window
Adding or editing repairs or service details
To enter or view the detail of the repair or service:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Asset and then click Edit. You will then be in the "Asset" window.
4. Click Repairs. The "Repairs/Service" window will open.
5. Highlight the repair or service and click View or to add a new service record, click New.
The "Repairs / Services" detail window will open.
Figure 28: The Edit Asset – "Repairs / Services detail" window
6. Complete the information in the "Repairs / Services" detail window.
Recording insurance details
To add, edit or view the Insurance information details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Asset and then click Edit. You will then be in the "Asset" window.
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4. Click Insurance. The "Insurance Details" window will open.
Editing an asset
Figure 29: The "Insurance Details" window
5. Enter the required information.
Adding or editing additional information
HandiAsset 2015 provides the ability for additional information to be entered in against assets.
The type of information that you may wish to record can vary; therefore, you can actually define these fields yourself.
You must first define your fields that will appear on the additional information screen.
Tip: Assets with additional information are listed in the “Asset Classifications” window with a ‘Y’ in the N column.
User defined names
User Defined Names allow you to create your own fields into which asset information may be specified. In the Input / User Defined Names area, you create the label names for these fields.
Information can then be added into these fields for each of your client's assets.
To input information into these newly labelled fields:
For Existing Assets
When using the Setup Wizard for New Asset
When adding assets manually
The "User Defined Names" window can be accessed through:
From the Input menu, click User Defined Names or
In the "Additional Information" window for an asset by clicking User Def.
Simply add the names of the fields in the boxes and save this screen.
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Figure 30: The "User Defined Names" window
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Chapter 6. Managing your assets HandiAsset 2015
Assets additional information
To add, edit or view the additional information details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click Assets and then click View. You will then be in the "Asset" window.
4. Click Additional. The "Additional Information" window will open.
Note: You will see that the field names are those that you have entered into the user defined names box.
5. Enter the required information.
Using the Setup Wizard for new assets
1. Press F4 to open the "Asset Classifications" window.
2. In the lower half of the window, highlight the asset to which the information will be attached.
3. Click Assets and then click New. You will then be in the "Asset" window.
4. Complete the relevant details as required, then click Save.
5. You should now be in the "Setup Wizard" window. Ensure the "Additional Information" checkbox is ticked. Follow through the Setup Wizard's screens. When you get to the
"Additional Information window", you will be able to input information into the newly labelled fields.
Creating a new asset manually
1. Press F4 to open the "Asset Classifications" window.
2. Click Assets and then click New. You will then be in the "New Asset" window.
3. Complete the required information in the "New Asset" window.
4. Click Save and then Close.
Adding or editing disposal information
To add, edit or view the Disposal information details of an asset:
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click
Assets and then click Edit. You will then be in the "Asset" window.
4. Click
Disposal. The "Disposal Details for" window will open.
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HandiAsset 2015 Assets with components
Figure 31: The "Disposal" window
5. Enter the required information.
6. Click Save and then Close.
Viewing transaction information
This option allows you to view all of the transactions that have been posted against this transaction.
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classification lower window, locate the asset and highlight it.
3. Click
View to open the "Asset" window.
4. On the "Asset" window, click Transactions.
Assets with components
You may have an asset that is made up of several components and wish to record the components of that asset separately in your Asset register.
Taking the example of our Service Station owner, one such item might be the computer that is used as a Point of Sale terminal in the shop.
The Point of Sale Terminal consists of several components:
Bar Code Scanner
Cash Drawer and
Pentium computer.
The component “Pentium computer” also consists of several components being:
Hard disk
LCD flat monitor screen
Mouse
Keyboard.
Scanner
Tip: A “Parent Asset” is an asset that has components.
The first step is to setup the Parent Asset and all of its components as Assets.
A component can be added in two ways.
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Chapter 6. Managing your assets HandiAsset 2015
Setup as a new asset and select the Parent Asset in the “Component of” section” or
Add a Component using Split.
Setting up components using the Split button
1. Press F4 to bring up the "Asset Classifications" window.
2. In the asset classifications lower window, locate the Master asset and highlight it.
3. Click
Asset and then click Edit
4. On the "Asset" window, click
Split.
5. Complete the "Splitting an Asset" window and click
OK
Figure 32: "Splitting an Asset" Window
6. When you complete this window, you will be returned to the Asset Edit window.
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Figure 33: "Asset" window after creating a split asset
You will notice that this asset will contain the following details:
Information from the "Splitting an Asset" window.
Details from the “Master Asset” in relation to classification groups.
The “Master Asset” is displayed in the
Components of field.
Caution: No detail is recorded on the asset in relation to depreciation details, location, and purchase when an asset is created through the
Split button.
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HandiAsset 2015 Contacts
Contacts
In HandiAsset 2015, contacts are people/businesses who may need to be contacted in relation to your client's assets. HandiAsset 2015 allows you to record name, address and telephone details of these contacts.
Some examples of contacts would include:
Insurance company
Supplier
Repair/Service firm
Entering a contact
To enter a contact into HandiAsset 2015:
1. From the
Input menu, click Contacts.
The "Contacts" window will then open.
Figure 34: The "Contacts" window
2. Click New, Edit or View to open the "Contact Details by Name" window.
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Figure 35: The "Contact Details" window
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Chapter 6. Managing your assets
Reminder list
HandiAsset 2015 automatically generates a reminder list for all of the assets.
There are three reasons for the system automatically adding a reminder
Service Due - when the next service for an asset has passed,
Insurance Due - when the next insurance premium for an asset has passed,
Warranty Expired - notifies you that the warranty for an asset has expired.
HandiAsset 2015
Generating the "Reminder List"
1. From the View menu, click Reminder List to open the "Reminder List" window.
Figure 36: The "Reminder List" window
The "Reminder List" window lists all the reminders that have been extracted from the
"Asset" database.
2. To update the reminder list, click Generate. You can select to update reminders for all the entities or only the selected entity.
3. When you have read the reminders, you can click Clear to remove them from the list.
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Chapter 7. Interaction with HandiLedger
This chapter describes how HandiAsset 2015 interacts with HandiLedger 2015.
HandiAsset 2015 automatically creates journal entries in HandiLedger 2015.
You can convert assets recorded in HandiLedger 2015 to be in HandiAsset 2015.
HandiAsset to HandiLedger
HandiAsset 2015 will create journal entries in HandiLedger 2015 for the following items:
Asset purchase
Depreciation expense
Asset disposal
HandiAsset 2015 will update HandiLedger 2015 automatically as information is added/edited within HandiAsset 2015. In addition to this automatic update – you can manually instruct
HandiAsset 2015 to update HandiLedger 2015. This is achieved as follows:
1. In HandiAsset 2015, select the relevant client.
2. Press F4 to open the "Asset Classifications" window.
3. Click Class, Trans, and then Update General Ledger.
HandiLedger to HandiAsset
Where your client has been established in both HandiLedger 2015 and HandiAsset 2015, creation of a journal entry in HandiLedger 2015 to record the purchase/disposal of an asset will cause the "Asset Purchases/Disposals" window to open within HandiLedger 2015. In this window, you may complete/amend the details on the purchase/disposal of the asset.
If, after saving the HandiLedger 2015 "Asset Purchases/Disposals" window, you were to go into the HandiAsset 2015 module and select the client, the "Asset Purchases/Disposals From
HandiLedger" window will open. Click the Edit button and then check the asset's details. Once you are happy the information is correct, click Post to physically update the HandiAsset 2015 information.
Converting assets from HandiLedger
If you are already using HandiLedger 2015, HandiAsset 2015 provides a simple conversion of the Assets in HandiLedger 2015 to HandiAsset 2015.
1. In HandiAsset 2015, select the entity to convert. The HandiLedger 2015 depreciation schedule conversion window should appear.
Tip: If the Conversion window does not appear, this process can be run from Tools /
Convert HandiLedger (Windows) depreciation schedules.
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Chapter 7. Interaction with HandiLedger HandiAsset 2015
Figure 37: HandiLedger Conversion Wizard
2. Click OK.
3. On the "Convert Depreciation Schedule Map" window, map the HandiLedger 2015 depreciation schedule names to those in HandiAsset 2015.
4. Click Close.
5. On the "Setup the Asset Classification Groups" window, select the asset classification groups for the entity.
6. Click OK.
7. On the classification groups windows, edit the information if necessary.
8. Click
OK.
9. On the "Setup the Ledger Posting Information" window, enter the relevant information, and click Close.
10. Click Finish.
Note: After converting assets to HandiAsset 2015, you will no longer be able to access depreciation information from HandiLedger 2015.
Ledger posting information
Ledger Posting Accounts are the account codes to be used when HandiAsset 2015 creates journal entries in HandiLedger 2015.
The accuracy of journal entries created by HandiAsset 2015 to update HandiLedger 2015 depends entirely on the account codes specified in this area. Please take care to ensure that the correct account codes are specified.
If you will be using HandiAsset 2015 to update HandiLedger 2015 data, the Ledger Posting
Accounts must be specified for each new Entity. Different Ledger Posting Accounts can be specified for each combination of Asset Classifications. Consequently, different account codes can be specified for each Depreciation Schedule. This is particularly useful where Divisional
Accounting is being used in HandiLedger 2015.
Divisional Accounting is used in HandiLedger 2015 where you wish to produce separate Profit &
Loss reports for each division/cost centre of the client.
Example:
The proprietor of the Southside Petrol Station wants to know how much profit is being generated by the various parts of the business e.g. driveway, shop, and garage. They could achieve this by coding all revenue and expense items to the following accounts:
Sub-account
01/
02/
03/
Cost Centre
Driveway
Shop
Garage
If a Profit and Loss report was to be produced for the Driveway Cost Centre, the report would be printed for Division 1.
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HandiAsset 2015 Ledger posting information
Creating ledger posting accounts
HandiAsset 2015 has been provided to you with default Ledger Posting Accounts. These account codes can be quickly loaded into the Ledger Posting Accounts area using
Input /
Ledger Posting Accounts / Default. These are our suggested account codes, which may not suit the needs of your client. Please check these account codes carefully to ensure they will suit your needs.
The Ledger Posting Accounts are specified in the "Ledger Posting Information" window. This window may be accessed in any of the following ways:
Input / Ledger Posting Accounts or;
View / Asset Classifications / Class / Show / Ledger Posting Accounts or;
F4 / Class / Show / Ledger Posting Accounts or;
F5 or;
Input / Setup Wizard for the Current Entity
Figure 38: The "Ledger Posting Information" window
The ledger posting information window is divided into two sections:
The upper pane allows you to select a combination of accounts for the Depreciation schedules, type, cost centre and location for the posting of assets within the groups.
The lower pane allows you to select General ledger accounts from HandiLedger 2015 for the posting of asset related journals.
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Chapter 8. Generating reports
HandiAsset 2015 provides a wide range of standard reports that you can display or print immediately. In addition to these standard reports, you are able to create your own HandiAsset
2015 reports.
All reports are viewed on screen, and can then be printed out if a paper copy is required. Often just viewing the report on screen will provide you with the information you need. Both time and money can be saved by not printing out pages of paper just to see the bottom line total.
Standard HandiAsset reports
HandiAsset 2015 has a number of standard reports:
Menu
Reports
Sub-option Report
Depreciation
Depreciation Comparison Report
Deprecation Report Landscape
Depreciation Report Portrait
Disposal Schedule
Depreciation Pools Depreciation Pools Report
Asset Master
General
Transaction
Client
Additional Information
Asset Master Listing
Insurance report
Physical Details Listing
Repair Listing
Contact Listing
Reminder Listing
Asset Transaction Listing Detailed
Asset Transaction Listing Summary
Client List Abbreviated
Client List Detailed
Client Notes Report
Running the Depreciation reports
1. From the Reports menu, point to Depreciation and then click the type of report you want to run. The "Depreciation Report Selections" window will open.
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Chapter 8. Generating reports HandiAsset 2015
Figure 39: The "Depreciation Report Selections" (General) window
2. On the General page, complete the fields to specify what records are included in the report and how they are displayed.
Tip: To include only those assets disposed of in the current year; under Show, select
Current Year Only.
3. Click the Classifications tab.
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Figure 40: The "Depreciation Report Selections" (Classifications) window
4. On the Classifications page, specify how you want the classifications to be displayed on the report.
5. Click OK to run the report.
The report will be displayed in a "Report Preview" window. You can print or save it as required.
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HandiAsset 2015 Standard HandiAsset reports
Running the Asset Master reports
1. From the Reports menu, point to Asset Master and then click the type of report you want to run. The "Asset Master Report Selections" window will open.
Figure 41: The "Asset Master Report Selections" (General) window
2. On the General page, complete the fields to specify what records are included in the report and how they are to be displayed.
3. Click the Classifications tab.
Figure 42: The "Asset Master Report Selections" (Classifications) window
4. On the Classifications page, specify how you want the classifications to be displayed on the report.
5. Click
OK to run the report.
The report will be displayed in a "Report Preview" window. You can print or save it as required.
Running the General reports
1. From the Reports menu, point to General and then click either Contact Listing or
Reminder Listing.
The Contact Listing report lists all the contact details that have been entered in
HandiAsset 2015.
The
Reminder Listing report lists all the reminders that have been generated in
HandiAsset 2015.
The report will be displayed in a "Report Preview" window. You can print or save it as required.
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Chapter 8. Generating reports HandiAsset 2015
Running the Transaction reports
1. From the Reports menu, point to Transaction and then click either Asset Transaction
Listing Detailed or Asset Transaction Listing Summary. The "Asset Master Report
Selections" window will open.
2. On the
General page, complete the fields to specify what records are included in the report and how they are to be displayed.
3. Click the Classifications tab.
4. On the Classifications page, specify how you want the classifications to be displayed on the report.
5. Click OK to run the report.
The report will be displayed in a "Report Preview" window. You can print or save it as required.
Saving and recalling reports
Once you have run a report you can save it to a file for future viewing and printing.
Caution: Once a report has been saved in this manner, the information in the saved report is not updated to reflect changes that you have made to the HandiAsset 2015 information.
To save a report
1. Run the required report. It will be displayed in a "Report Preview" window.
2. On the "Report Preview" window, click Save.
3. On the "Save a Report" window type in the name that the report is to be saved under, and click OK.
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Figure 43: The "Save a Report" window
4. Select the
Save to Document Manager check box if you want the report saved to your
'Import' folder in the Document Manager. You can then attach it to clients, prospective clients and events as required.
Clear the Save to Document Manager check box if you do not want to save the report to the Document Manager. You can then retrieve the report via the Saved Reports command in the Reports menu.
Tip: If the Save to Document Manager check box is not visible on the "Save a
Report" window, it means that the Document Manager has not been enabled. For information on enabling the Document Manager, refer to Chapter 10, "Creating documents and mailing labels".
5. Click
OK to save the report.
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HandiAsset 2015 Fonts
To view a saved report
If a report has been saved to the Document Manager, you can retrieve it by opening it in the
Document Manager. If the report was not saved to the Document Manager, you can retrieve it as follows:
1. From the
Reports menu, click Saved Reports. The "Saved Reports" window will open, listing all the saved reports.
Figure 44: The "Saved Reports" window
2. Highlight the report to be viewed and click View. The report will be displayed in a "Report
Preview" window.
3. Click Print, if you want to print the report.
Fonts
From the Options / Fonts window you are able to control the fonts used in HandiAsset 2015, thereby altering the appearance of the HandiAsset 2015 reports.
The Options / Fonts area contains settings that affect report presentation. All HandiAsset 2015 reports are written using different 'font styles'. You have the ability to specify the Type and Size of the Font to be used by each of these 'font styles'. This is a very powerful area of the software, providing you with complete control over how your report will look.
For information in font styles, please refer to the "Advanced Features 2015" manual.
Page setup
The Page Setup section of HandiAsset 2015 is used to ensure the correct printing of reports and mailing labels. You may specify the printer, paper size, paper orientation and margins to be used.
For information on page setup, please refer to the "Advanced Features 2015" manual.
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Chapter 9. Creating reports and expressions
HandiAsset 2015 has a powerful report writer that allows you to generate reports on the information stored in its database files. You can run any of the standard reports supplied with
HandiAsset 2015 or you customise your own.
This chapter shows you how you can use the Report Designer to create your own reports.
Components of a report
Before you can create a meaningful report, you must understand how a HandiAsset 2015 report works and where each piece of information comes from.
For information on report components, please refer to the "Advanced Features 2015" manual.
Operating the “Report Writer” window
HandiAsset 2015 reports are managed from the “Report Writer” window.
Opening the “Report Writer” window
From the
Reports menu, click Edit reports.
The “Report Writer” (summary) window will open.
Figure 45: The “Report Writer” (summary) window
Tip: For information on the "Receipts" and "Receipts Detail" windows, press F1 to display the online help.
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Chapter 9. Creating reports and expressions
Operating the “Report Writer” (detailed) window
To access the “Report Writer (detailed)” window:
From the “Report Writer” window, double-click on the required report, or
Highlight the required report and then click Edit or View.
The “Report Writer” (detailed) window will open.
HandiAsset 2015
Figure 46: The “Report Writer” (detailed) window
Tip: For information on the "Report Writer" windows, press F1 to display the online help.
Operating the “Report Designer” window
The “Report Designer” window enables you to design a report by displaying the outline.
To access the “Report Designer” window:
On the “Report Writer” window, highlight the required report, and click Design.
Operating the “Report Details” window
To access the “Report Details” window:
In the “Report Designer” window, from the Report menu click Edit.
Figure 47: The “Report Details” window
Operating the “Band Details” window
To access the “Band Details” window:
On the “Report Designer” window, double-click on the required band, or click on the band and, from the Band menu, click Edit.
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HandiAsset 2015 Tutorial basic
Figure 48: The “Band Details” window
Operating the “Cell Details” window
To access the “Cell Details” window:
On the “Report Designer” window, double-click on the required band or click on the band and, from the Cell menu, click Edit.
Figure 49: The “Cell Details” window
Tutorial basic
To gain an understanding of writing HandiSoft reports, please refer to the basic and intermediate tutorials in the "Advanced Features 2015" manual. For information on training courses on report writing, please refer to www.handisoft.com.au/training.htm
.
Running the report
Reports that you have created are accessible from the
Reports / Edit reports menu.
To run the report “Tutorial – Clients List Abbreviated”, simply:
1. From the Reports menu, point to User Defined Reports and then Client.
2. Click Tutorial – Clients List Abbreviated.
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Chapter 9. Creating reports and expressions HandiAsset 2015
3. On the " Expressions " window, highlight a filter expression to determine what clients are
included in the report and click Select.
4. On the "Sort Order" window, select the field that the report is to be sorted on and click OK.
The report will be displayed in a "Report Preview" window, from where you can print or save it as required.
Expressions
You can use expressions to filter the information that appears in reports. You may, for example, want to include only the records for those clients who have ACNs.
An expression tests whether the value of a field in a database table meets a certain specified condition. The result is evaluated as either TRUE or FALSE.
An expression will always evaluate to TRUE or FALSE. If an expression for a client record evaluates to TRUE then that record has matched your condition. Expressions that evaluate to
FALSE are filtered out, and will not be processed.
A field in a database table is represented in an expression term as 'field@table'. For example, the
ACN field in the Clients table would be shown as 'ACN@Clients'. The following expression tests whether a client has an ACN:
(ACN@Clients <> "")
This expression evaluates as TRUE if the ACN field of that client's record has a value, and
FALSE if it is not.
You can also build expressions with multiple components using binary And or Or statements.
The following expression is an example of this:
((Current@Clients = True) And ((ACN@Clients <> "") or (Flag1@Clients = True)))
In the above example, the expression only evaluates as TRUE if the client is current (the
Current check box is selected) and either has Flag1 selected or has an ACN.
Expression rules
The HandiSoft supplied Expressions and those that you create use the rules outlined in this section.
Tip: Although it is not always necessary, form the habit of surrounding your expression with brackets ().
Values, dates, text and Yes/No variables, and operators are the components of an expression.
Examples of components are:
Value Data Numbers and decimal point
Date ‘02/06/2002’
Text
Yes/No
"HELLO"
Flag0@Clients
Yes/No not Flag0@Clients
Operator =
Surrounded by single quotes.
Surrounded by double quotes.
Meaning Flag0 is selected
Meaning Flag0 is not selected
Mathematical operators
1. Operands must be the same type. For example, the binary operator = (equal) takes two components on either side of the equals. These components are known as operands and must be the same type (that is, both values, or both dates, etc).
For example, (1 = 1) is valid
For example, (1 = "YES") or (1 = '01/07/2002) is invalid
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HandiAsset 2015 Expressions
2. Normal mathematical rules of precedence are obeyed: For example, (15 – 3 * 4 + 3) will calculate the value as six. The multiplication occurs first. If you are unsure of precedence rules, use nested expressions that is, (15 – (3 * 4) +3).
3. The following symbols and phrases may be used:
Symbol s
Definition Description
+
-
*
/
NOT
AND
OR
=
<>
<
<=
>= equals not equals less than
Evaluates Yes/No
Evaluates Yes/No
Evaluates Yes/No less than or equals Evaluates Yes/No greater than or equals
Evaluates Yes/No plus minus multiply divide
Not logical AND logical OR
Calculates value
Calculates value
Calculates value
Calculates value
Evaluates Yes/No
Evaluates Yes/No
Evaluates Yes/No
Address values
The Client address is stored in four parts, as shown in the following table:
Part Component Example
1
2
3
4
Street 1
Street 2
Suburb, State and
Code
Country
Park Manor Court
21 Maple Lane
Treeville, WA, 6121
Australia
The syntax for finding an address value is as follows:
GetPostalAddress(Ref@Clients, "n") where n is the address part number required.
Telephone numbers
Telephone numbers are entered in the 'Clients' table with a code in the T field. This code indicates the type of number:
T field Type of number
A
B
F
H
M
O
All use
Business
FAX
Home
Mobile
Other
The syntax for finding a phone number is as follows:
GetPhoneNumber(Ref@Clients, "n")
Where n is the T field code.\
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Chapter 9. Creating reports and expressions HandiAsset 2015
The "Expressions" window
When you try to run some reports or print a document or mailing labels, HandiAsset 2015 will
open the " Expressions " window for you to select or create the expression for filtering the target
group.
The "Expressions" window lists the expressions that have already been created. You can select one of these or you can create a new one. You are also able to edit expressions that were not created by HandiSoft to be included with HandiAsset 2015.
Figure 50: The “Expressions” window
Creating and editing expressions
You can create new or edit existing expressions via the "Expressions" (detail) window.
To open the "Expressions" (detail) window:
On the " Expressions " window, click
New, or
On the "Expressions" window, highlight an expression to be edited, and click Edit.
Figure 51: The “Expressions” (detail) window
Tip: For information on the "Expressions" windows, press F1 to display the online help.
Worked example
Chris Madfellow, a partner in ABC Accounting needs to list the details of all his clients that have
ACNs. The "Clients List Detailed" report provides the required information. All Chris has to do is design an expression so that the report is limited to those clients with an ACN and "Madfellow" as the Partner.
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HandiAsset 2015 Expressions
To produce the report on the required clients only:
1. From the Reports menu, point to Client and then click Clients List Detailed.
HandiAsset 2015 will open the “Report Writer” window.
The " Expressions " window will open.
In this window, you will need to create a filter that will ensure only the required clients are included in the report.
2. Click New.
HandiAsset 2015 will open the "Expressions" (detail) window.
3. In the Name field, type "Madfellow's clients with ACNs".
Tip: You should give the filter a name that you will recognise. The next time you print the newsletter, you can just select this filter from the “Client Expressions” window.
4. In the Expression field, type the following expression:
((acn@clients <> "") AND (partnerref@clients = "Madfellow"))
5. Click Save and then Close to return to the "Expressions” window.
6. In the “Expressions” window, highlight your new "Madfellow's clients with ACNs" expression and click Select.
7. On the "Sort Order" window, select the field on which you want the report sorted and click
OK.
The report will be displayed in a "Report Preview" window.
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Chapter 10. Creating documents and mailing labels
The Documents menu in HandiAsset 2015 enables you to generate letters and documents.
The following two methods are available:
The Document Editor – an in-built simple text editor for creating letters and documents.
Client information can be mail merged into the document if field codes are used to create a
standard document.
Microsoft Word™ – HandiAsset 2015 is able to interface with Microsoft Word™ (Word 6 or greater). This facility provides access to all the features of Microsoft Word™, such as tables and graphics. Client information can be mail merged into the document if field codes are used to create a standard document.
The Document Manager
If you have the HandiSoft Practice Manager – Contact program installed, you have the option of using the Document Manager to handle your documents instead of the HandiAsset 2015
Documents menu functions. The Document Manager provides advanced document handling capabilities including a system of electronic filing cabinets, with drawers and folders, for storing document files.
For more information, please refer to the "Advanced Features 2015" manual.
For more information, please click here.
Standard documents and 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™.
For more information on standard documents, please refer to the "Advanced Features 2015" manual.
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.
Labels may be printed out for a specific grouping of clients in a number of ways. 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 printing mailing labels, please refer to the "Advanced Features 2015" manual.
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Chapter 10. Creating documents and mailing labels HandiAsset 2015
Filters and matching conditions
HandiAsset 2015 provides you with the ability to perform a function like 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 more information, please refer to the "Advanced Features 2015" manual.
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Chapter 11. Maintaining your data
This chapter describes the data HandiAsset 2015 maintenance facilities. These include:
Rebuilding and reindexing to database to resolve possible corruption
Exporting data for use in other programs and computers
Importing data from other programs and computers
Rebuild the databases
Tools / Rebuild the Databases menu option attempts to restore integrity to corrupted
HandiAsset 2015 data files. There are two types of rebuilds available:
Reindex – Performs a reindex on your existing data files. This is significantly faster than a rebuild, but is not as thorough.
Rebuild – Read all the data in your existing data files, validates each data field, and then writes the data to new data files. This option is slower, but is more thorough than the
Reindex option.
When performing a reindex/rebuild in HandiAsset 2015, you can rebuild the following items:
Client details \Hsoft\Data\Clients.01
Entity details \Hsoft\Data\Entity.dat
Reports \Hsoft\Data\HaFile.dat
\Hsoft\Data\ReportFile.dat
Default data - All records \Hsoft\Data\HaAssetFile.dat
Selected entity – All records \Hsoft\Data\Who\Client ref\Asset.dat
\Hsoft\Data\Who\Client ref\Picture.dat
System data – Options
System data – Macros
System data – Document
Manager Database
\Hsoft\Data\Options.dat
\Hsoft\Data\Macros.dat
\Hsoft\Doc\DocBase
If any error messages result when doing the reindex/rebuild, please
write down the message
word for word. In order for our Support Section to provide assistance, we will need to know exactly what the error said. Where error messages result when doing the rebuild, please contact our software support section for advice and assistance.
A word on 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, eg. Motherboard, hard disk, controller.
Accidental deletion of a file.
Accidental corruption eg. Editing a database with a text editor.
Device drivers that clash with the hardware or BIOS.
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Chapter 11. Maintaining your data HandiAsset 2015
Incorrect hardware settings eg. IRQ or Port address.
Clashes between software on your computer system eg. Windows, DOS, caches, memory drivers etc.
Fault in computer software.
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.
Copy selected entity to disk
This facility is NOT designed to be used for backup purposes.
The Tools / Copy Selected Entity to Disk facility is used when moving HandiAsset 2015 data between different standalone computer systems.
A client is easily copied to disk as follows:
1. From the Tools menu, click Copy Selected Entity to Disk.
2. Indicate the disk drive to which you want to copy the information.
3. Click OK.
Once the HandiAsset 2015 data has been copied onto floppy disk, it can be moved onto a different computer using the Merge Selected Entity From Disk facility.
Merge asset data from disk
The Tools / Merge Asset Data From Disk facility is used when moving HandiAsset 2015 data between different standalone computer systems.
Once a client has been copied onto floppy disk using
Copy Selected Entity to Floppy Disk, the client information is easily transferred onto another computer as follows:
1. From the Tools menu, click Merge Selected Entity From Disk.
2. Indicate the disk drive from which the data is to be copied.
3. Click OK.
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HandiAsset 2015 Rolling depreciation values into the next year
Rolling depreciation values into the next year
At the end of a financial year, you should roll the entities’ depreciation values into the next year.
Automatic journal entries in HandiLedger
If you require journal entries to be automatically created in HandiLedger, you should first do the following:
1. Press F3 or from the View menu, click Entity Details to open the “Entities” window.
2. In the top half of the window, highlight the required entity and click View to open the “Entity details” window.
3. Under
Options, check that the Auto journal depreciation check box is selected.
Rolling over the depreciation
To roll over depreciation to the next year, do the following.
1. If necessary, press F3, and select the required entity.
2. If the “Asset Classifications” window opens, click Close to exit from it.
3. From the Entity menu, click Rollover Depreciation Values.
The bottom right of the HandiAsset main window will show that you have moved to the following year.
Updating assets in a previous year
If you need to re-open a year to make changes to an entity’s assets, you can do the following:
1. If necessary, press F3, and select the required entity.
2. If the “Asset Classifications” window opens, click Close to exit from it.
3. From the Entity menu, click Prior Years Accounts to reopen the previous year.
4. Make the required changes to the selected entity’s assets.
5. From the
Entity menu, click Rollover Depreciation Values to roll your updated depreciation values to the next year.
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Chapter 12. Additional tools
This chapter describes some of the features of HandiAsset 2015 that allow faster data entry speed, as well as features such as updating your index file, sending email messages and using the calculator.
Increasing your data entry speed
Shortcuts and buttons
The following table shows keyboard shortcuts and buttons that you can use to speed up your data entry.
Key Button Function
ESC
-
ENTER
TAB
SHIFT+TA
B
F1
F2
-
-
-
-
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 HandiAsset 2015 online help.
Open window to select information.
F3
F4
Open or hide the “Entities” window.
Opens the Asset Classification Window to view assets
F5
F12
-
-
-
Opens the Setup Wizard for the current entity.
Keyboard Macro
Select A new Entity
- Prior Year Accounts
- Next Year Accounts
- Reminder List
- Exit
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Chapter 12. Additional tools HandiAsset 2015
Use of the ENTER key
The standard for Windows programs is for the ENTER key to save and exit you from the current window, and the TAB key to move you form field to field. This can reduce the speed of your data entry. To combat this, you are able to define the behaviour of the numeric keypad
ENTER key from the Options / Data Entry menu.
Copying, cutting and pasting
Within the HandiSoft programs, you may use the Windows Clipboard. This allows you to:
Copy/Cut information from a data entry field into the clipboard
Paste information from the clipboard into a data entry field
To copy an item onto the clipboard, highlight the desired information and press CTRL + C. You may then use CTRL + V to paste the information from the clipboard. You may also use the right mouse button to copy/cut and paste information.
The "History" window
If you press
F11 while a HandiAsset 2015 data entry window is open, HandiAsset 2015 will display the "History" window, which lists the data you have entered during the current session.
Figure 52: The "History" window
You can select an entry on the history list to be inserted into the field you are currently editing.
There are three ways of doing this
Highlight the entry on the list and click Select.
Type the number displayed in the Key column next to the required entry.
Double-click the required entry on the list.
Operating keyboard macros
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 keyboard macros, please refer to the "Advanced Features 2015" manual.
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HandiAsset 2015 Sending an email message
Sending an email message
If you have email access, you can easily create and send an email while you are using a
HandiSoft module. Simply:
1. From the Tools menu, click Send Email Message.
2. Using your default email program, HandiAsset 2015 will open a blank email message.
Complete all details and then send the email message.
Note: For further information, refer to the instructions you received with your email program.
Using the calculator
HandiSoft provides a handy calculator within all of its products, including HandiTax.
You can access the calculator tool directly from within HandiAsset 2015 either by using the shortcut keys Ctrl + F7, or through the Tools menu.
To access the calculator via the Tools menu
From the Tools menu, click Calculator.
Figure 53: The "Calculator" window
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Index
A accelerated initial deduction 52 asset helper, specifying windows 21
Asset Setup wizard 38–39, 58 assets acquisition 55 additional information 57–58 classification groups 44 components 51, 59 creating manually 46 creating with Asset Setup wizard 45, 58 disposal 51, 58 insurance 51, 56 locations 51, 54 physical details 51, 53 pictures of 54 repairs 56 setting up 38 splitting assets 60
B backups 84
C calculator 89 chart of accounts 32–33, 36 classification groups 36 client notes adding and editing note types 27 client notes report 28 clients adding clients 24 client database 23–24 copying from another client 25 extra details 29 recording notes 26 tagging clients 25 comparative year option 33 components of a report 73 components, assets 51, 59 contacts 61 copying client details 25 cost centres 36–37
D data corruption
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causes 83 resolving 83 data entry comparative year option 33 increasing your speed 87 depreciation asset pools, adding assets 48 asset pools, opening balances 48 asset pools, removing assets 50 asset pools, reports 50 asset pools, setting up 46 generating reports 67 methods 46 motor vehicle AID 52 rolling over to the next year 85 schedules 46–51
E email sending messages 89
Enter key behaviour 18 entities adding an entity 32 comparative year option 33 creating an entity 35, 45 entity database 31 eomparative year option 33 rolling over depreciation 85 types and sub-types 33 using the Setup wizard 36
Entity Setup wizard 36, 45, 87 expressions expression rules 76 using in reports 76 extra client details, storing 29
F filters expression rules 76 using in reports 76 using with documents 82 fonts 71
H
HandiLedger (interaction with) 37, 38, 63
I insurance 51, 56
L ledger posting accounts 37, 64–65 locations 51, 54
M matching conditions, using with documents 82
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Index
N notes, clients 26
O option settings asset behaviour 18 clients reference codes 21 enabling the Setup Wizard 19
Enter key behaviour 18 reports 21 specifying default information 19 text capitalisation 18
P passwords 20 pooling assets 46
R reminder lists 62, 87 repairs 56 reports bands 74 cells 75 depreciation 67 depreciation asset pools 50 running 75–76 saving reports 70 setting options 21 standard reports 67 using the report designer 74 rolling over depreciation 85
S security 20 services 55, 56
Setup Wizard 19
Small Business Entity 46 splitting assets 60
T transferring data 84
U untag clients 26
W windows 61
Asset Classifications 43
Asset Picture 54
Change Pool Opening Balance 48
Client Note 27
Client Note Types 27
Client Notes For 26
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HandiAsset 2015
Client Notes Report 28
Contact Details 61
Convert Depreciation Schedule Map 64
Depreciation Details 51
Depreciation Pools 47
Depreciation Pools Report 50
Disposal 58
History 88
Insurance Details 57
Ledger Posting Information 65
Physical Details 53
Purchase Information 55
Repairs / Service 56
Saved Reports 71
Splitting an Asset 60
User Defined Names 57 wizards
Asset setup 38–39, 58
Entity setup 36, 45, 87
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