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Browsing Clients and Accounts

Sohini Chakraborty
  • Updated

You can view the summary of all clients and accounts you have set up.

You can also perform the following tasks in this section:

Steps for Setup

    1. Log in to BrightAccountsProduction.
    2. The Clients and Accounts page appears. Here you can find options like Import Dataset from RAP or Sage Accounts Production, View and edit user profile, Filter by All or by any particular Entity and many more.

Add Dataset

You can add a new dataset for any client in BrightAccountsProduction for both BrightAccountsProduction and BrightBooks businesses.

  1. Click Add a Dataset next to the business for any BrightBooks business without a client dataset.

  2. In the Add a Dataset window, enter the details for the new dataset and click Save.

    FIELD

    		 DESCRIPTION
    NAME Name of the client/business.
    CLIENT CODE Enter a unique code. For example, CA001
    COUNTRY OF INCORPORATION Choose the country where the entity is incorporated. This selection will have an impact on the legislation available and the type of financial statements which you can prepare.
    ENTITY TYPE Your selection describes the type of business of the client you are managing. BrightAccountsProduction provides multiple templates suitable for entity types. Choose one that best describes the client business. For example, if your client is an individual business, select Sole Trader.
    Note: BrightAccountsProduction sets the accounts and nominal settings of your client business depending on the template you select. This may not be available for change at a later date, choose carefully.
    START DATE Start date of the financial period.
    END DATE Press the tab on the keyboard and the financial period end date is automatically populated.
    ACCOUNTS DESCRIPTION When you press tab, a default description is automatically populated. You can customise it.
 

For BrightAccountsProduction

  1. Click Add Dataset next to the business for any BrightAccountsProduction business without a client dataset.

  2. In the Add Set of Accounts window, modify the Account Description if you wish to and click Save.
    You cannot modify any other details of the new dataset for a BrightAccountsProduction business.

During opening a dataset, if the system identifies another user logged in 
and using the same dataset, a warning message will be displayed and the option of overriding 
the other user will be provided.

Delete Client Dataset

You can delete any existing client dataset present in BrightAccountsProduction. To delete any existing client dataset, complete the following steps:

  1. Click the Remove Dataset icon present next to the client dataset.
  2. On the Remove Set of Accounts box, fill in the required conditions click Remove.
  3. The dataset is removed successfully.
BrightAccountsProduction allows to delete only the latest client dataset present.

Remove RAP (or SAGE) Imported Transactions

You can remove all the RAP (or SAGE) Imported non-bookkeeping transactions present for the client if the client has only one dataset. A confirmation message will be displayed to confirm if you wish to delete the RAP (or SAGE) imported transactions present. If you do not wish to remove the RAP (or SAGE) imported transactions, the dataset will be deleted but the RAP (or SAGE) imported transactions will remain in the system.

Steps

  1. Click the Remove Dataset icon present next to the client dataset.
  2. If the system detects the presence of RAP (or SAGE) imported non-bookkeeping transactions only in the dataset, a confirmation message window is displayed to confirm if you wish to delete the RAP (or SAGE) imported transactions present.
    If there is any bookkeeping transaction is present, no confirmation message will be displayed/
  3. Click Yes. 
  4. On the Remove Set of Accounts box, fill in the required conditions click Remove.
  5. The dataset is removed successfully.
    If you click No in the confirmation message window, the Remove Imported Transactions checkbox will remain un-checked, and the dataset will be deleted without removing the RAP (or SAGE) imported transactions from the system.

Remove Client

You can remove a client from BrightAccountsProduction only if it does not contain any dataset and is not linked to any other BrightBooks product. To remove a client, complete the following steps:

  1. Click the Remove Client icon next to the client name. 
  2. Click Yes to confirm the deletion.
  3. The client is removed successfully.

Advanced Filter

You can filter the list of clients based on the five Advanced Filters present. These filters are:

  • All: Includes the full list of clients and accounts
  • Bookkeeping Only: Only displays the bookkeeping clients present for BrightBooks, BrightAccountsProduction and Accountancy Manager
  • BrightBooks Only: Only displays the clients which are present in BrightBooks but not yet added to BrightAccountsProduction
  • BrightManager Only: Only displays the clients which are present in BrightManager but not yet added to BrightAccountsProduction
  • Non Bookkeeping Only: Only displays the non bookkeeping clients present for BrightAccountsProduction and Accountancy Manager

Steps

  1. To apply an advanced filter, click the Filter icon beside the Entity selection drop-down.
  2. In the Advance Clients and Accounts Filter dialogue box, select the required filter option and click Search.
    To remove an applied filter, click Reset. The selection will move to All option, by default.
It is recommended to set the Entity drop-down as All to view all the clients and accounts 
available under each filter category.

Password Protection for Client Dataset

You can now secure your datasets by adding passwords. To enable password protection for a client dataset, complete the following steps:

  1. Click the Protect with password icon next to the client dataset.

  2. Provide the password for protecting the dataset and click OK.

  3. The password protection for the relevant dataset is enabled successfully.

Note:  If a dataset is password protected before the YEAR END is run, the password will be carried forward to the new set of 
accounts

Consolidation

Consolidation is a function that allows multiple sets of company accounts to be aggregated and reported together in the form of a Group Company.

Prerequisites

  1. All entities being consolidated must be Companies.
  2. The Financial Year End Date of the holding company and the subsidiaries must be the same.

Recommended

We recommend that all companies are in Closedown before consolidating.

Procedure

The nominal balances (for the current year and up to 5 Years Comparatives) are imported into the Group Company as a separate divisional trial balance in the form of a batch of multi-lined journals. You can also create appropriate inter-company adjustments using Journals posted to the holding company division.

Each entity as a Limited Company in its own right, must prepare and file Statutory Accounts, 
under Companies Act Legislation and a separate set of consolidated accounts must be produced 
combining all three.
Add Parent/Subsidiary Company

To add the Parent/Subsidiary Company, complete the following steps.

  1. Open the holding company.

  2. Click Client Details under Compliance Database.
  3. Click Group Companies.
  4. Click Add.
  5. The Add Group Company dialog box will appear, fill in the required details.
  6. Select the appropriate Type; Subsidiary, Parent or Ultimate Parent.
  7. Enter a few characters of the appropriate company name and click the search icon.
  8. Select the appropriate company from the list displayed and click OK.
  9. The address and country of incorporation details of the selected client should populate the available fields.
  10. Click Save to add the selected company to the list of group companies.

Consolidate

Steps

  1. Select the holding company, and on the appropriate financial statement year (The first year that you wish to Consolidate), click the Consolidate icon.
  2. The Group Client details will appear. You cannot change the holding company name or financial year. A client code is auto-generated, GRP + the holding company client code, you can change this if you wish.
  3. Click Add, to display the group companies setup in the holding company’s compliance database. You will see the company names, financial years, type and status. Select the companies that you wish to consolidate as part of this group by ticking the checkbox.
  4. After a final review of all the details displayed, click Consolidate.
  5. The Consolidation will complete and you will be in the newly created group company, at the Trial Balance. The balances shown will be the aggregated balances and you will have an option to display the trial balance of the holding company, any subsidiary company or the division assigned to the group company (ZZZ- Group division).
  6. The Comparative balances will also be updated and will similarly default to display the aggregated balances and will have an option to select to display by division i.e., select to display only the comparatives of the holding company, any of the subsidiary companies or the division assigned to the group company (ZZZ- Group division).
  7. The Produce Accounts will use the Group Company Template.

Re-consolidate

If you make changes to the companies included in the group i.e., add or remove companies or if you alter the amounts in any of the companies being consolidated, then you will need to Re-Consolidate to update the group figures. Any adjusting Journals or Comparative amounts entered for the Group Division (ZZZ), will be unaffected by the Re-Consolidation.

To Re-consolidate, complete the following steps.

  1. Select the holding company, and on the appropriate financial statements year, click the Consolidate icon.
    • You can add or remove some of the companies listed in the Holding companies Compliance Database, group companies or,
    • Update the group balances where one or more of the companies balances has been updated/altered. The Group Client Details will appear.
  2. After a final review of all the details displayed, click Re-Consolidate.
  3. The existing journals and comparative figures posted in the group company will be deleted, with the exception of the inter-company journals & comparatives posted to (ZZZ, the group division) and the Consolidation process will be re-run. Once complete the existing group company will be opened and you will be at the Trial Balance, with the updated balances.
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