Twinfield blog

 
News and software updates for Twinfield users

December 2017 Software Update

By Richard McChesney on 01-Dec-2017 11:55:00

It’s almost Christmas and I expect that your mind is on other things right now, and not Twinfield.

But our development team are still hard at work, and whilst most of the recent work has been ‘behind the scenes’ and on new functionality that won’t be released until 2018, there are two changes in the December release that will be of interest to you.

These are:

  • New Sales Quotes list screen
  • New Timeline for sales invoices and quotes

New Sales Quotes list screen

During the course of 2017 we have been upgrading our list screens and this month we have updated the sales quotes screen to bring it into line with the other screens.  Please see example below:

01SalesQuotesListScreen

New timeline for sales invoices and quotes

When viewing a sales invoice or a quote, we now have a new design to the timeline.

By default it will open minimised and look like this:

02Timelineminimised

And if you click on the menu icon in the top of the timeline, you will see an expanded timeline that provides additional information:

03Timelinemaximised

We would like to take this opportunity to wish you an enjoyable Christmas break, and we look forward to talking to you again in the New Year.

Please note that our office will be closed for all support between Christmas and New Year.

 Read more 

November 2017 Software Update

By Richard McChesney on 01-Nov-2017 13:44:00

In our penultimate software update of 2017 we only have a few changes that I want to highlight in this blog, but as always, a full history of changes is available by clicking the ‘Release History’ button on the Twinfield home screen.

Changes this month include:

  • Changes to the way VAT is displayed on Neo Quotes
  • Removal of the discount percentage when discount is an amount
  • HMRC VAT Gateway change

 Changes to the way VAT is displayed on Neo Quotes

Last month we released a change to the Neo sales invoice which hides all mention of VAT when invoice lines have a VAT code of ‘No VAT’.

This month we have added this same functionality to the Neo quote document:

01Quoteimage

Removal of the discount percentage when discount is an amount

In August we released a change to Neo sales invoices to enable you to enter a discount amount or percentage at the bottom of your sales invoice.

Since then we have received some great feedback and as a result, we have implemented a small change – in that now, if you enter an amount discount, Twinfield no longer displays the calculated percentage discount as well as the discount amount.  This change has been made thanks to direct feedback from users, so thank you for the feedback.

Sales invoice as it appeared before this change (user entered a discount amount of £100.00 which Twinfield then displayed as 8.89%):

02Invoicediscountamount-olddisplay

The percentage is no longer displayed when the discount is entered as an amount:

02Invoicediscountamount-newdisplay

If you enter a percentage discount during data entry, then both the percentage and the amount will be displayed on the invoice.

HMRC VAT Gateway change

Lastly, HMRC are in the process of making some changes to their systems, and as a result, we have made a small change to ensure that Twinfield users can continue to file their VAT returns electronically.

If you are not currently filing your VAT returns electronically, and would like to learn how to do this, please click here to view our two videos about reporting and filing your VAT. 

 Read more 

October 2017 Software Update

By Richard McChesney on 01-Oct-2017 13:43:00



This month we only have two main changes to tell you about.  These are:

  • Changes to the way VAT is displayed on Neo sales invoices
  • Payment and Collection schedule reports now display bank account number of payment transaction

As always, there are a number of other minor changes which you can read about by clicking the ‘release history’ button within the Twinfield home screen, and there are a number of other larger projects that are keeping our developers busy, but nothing that is ready for release just yet.

Changes to the way VAT is displayed on Neo sales invoices

In August we released the new VAT summary section on the Neo sales invoice, and in this month’s software update we have made further improvements with respect to how VAT is displayed.

Firstly, we have switched the order of the VAT Rate and Line Total columns in the body of the sales invoice, so that the line total is now on the right hand side of the invoice.

And for entities who process invoices that don’t have a VAT component, all mention of VAT on the sales invoice is now hidden.  This could be for one-off sales which are ‘out of scope’ or entities that are not registered for VAT.

In summary, if you process a sales invoice that contains VAT, the lower section of the invoice will look like this:

01 VAT sectionon invoice with VAT

And if you process a sales invoice where all lines of the sales invoice have the VAT rate of ‘No vat’, the lower section of the invoice will look like this:

02 VAT sectionon invoice without VAT

Note 1: During data entry, the invoice input screen will show the VAT column and summary as per normal.  It is only when you click the ‘send’ button that Twinfield formats the emailed/printed invoice based on the VAT content.

02a VAT section on invoice without VAT

NOTE 2: the ‘VAT not applied’ can be hidden by editing the default setting within the template.  To do this, select ‘Invoice Template’ from the ‘Related Items’ menu on the right hand side of your sales invoice data entry screen, and scroll down to the bottom of the template.  Click on the words ‘VAT: reverse charge’ (which is where reverse charge text will be displayed if you are issuing sales invoices subject to reverse charge VAT) to display the ‘Hide’ button.  Click this to supress this text from being displayed on future invoices.

03 Hide VAT not applied text

And whilst on the subject of Neo sales invoices, you may have experienced a problem previously whereby if using Google Chrome to create Neo sales invoices, and your ‘zoom’ setting was set to either a low or high percentage, your sales invoice would process as a multi-page invoice, even if you only had one line on the invoice.  The work-around for this was to set your ‘zoom’ setting to either 90% or 100% but this is no longer a problem, and you can use whatever zoom setting you like.

Payment and Collection schedule reports now display bank account number of payment transaction

Previously, if you re-ran an historical payment schedule report, the bank account number displayed for the supplier/customer was the current bank account number for that supplier/customer and not the account number used in the actual transaction.  This report has now been modified to show the historical bank account number from the transaction – although as you will note below, the wording still indicates that this is the current ‘default’ bank account number.  This will be corrected in next month’s software update.

04 Payment schedule bank account number

Monthly webinars

Don’t forget, every month we demonstrate the changes that have been released and answer any questions that you have.  Search for ‘webinar’ within the Twinfield knowledgebase to register for the next webinar or to watch recordings of previous webinars.

 Read more 

September 2017 Software Update

By Richard McChesney on 01-Sep-2017 13:41:00

This month we only have two new enhancements that will be of interest to UK and Irish Twinfield users, although we are working on some larger projects that will be released upon completion later this year or early next year.

As usual, there are also some smaller changes which are documented within the ‘Release History’ which can be accessed from within Twinfield, but the two new enhancements that I wanted to focus on here are:

  • Reimport failed bank statements
  • New BACS formats – BACS Standard 18 and Bankline

Re-import failed bank statements

If you are using Yodlee to automatically import your bank statements, you may have found that for one reason or another, your bank statement import has failed.  Yodlee has successfully extracted the bank statement data from your bank and sent it to Twinfield, but Twinfield rejected the import. 

The most common reason for this is that the accounting period does not exist.  For example, Friday was the first day of the new financial year, but the new financial year has not yet been created in Twinfield.  Today, Monday, you have arrived at work to find that Yodlee was unable to import Friday’s bank statement over the weekend (because the accounting period didn’t exist).

Another reason could be that you have just created a new bank account, but forgot to set the currency of the bank account.  You then linked Yodlee to the bank account, and the import of bank transactions failed.

Within the ‘Manage Feeds’ screen you can see that your Yodlee connection is valid.  The status says ‘Connected’ and the ‘Up to date as at’ date shows yesterday or today’s date:

Reimport01

But your bank statement does not appear in the electronic bank statement processing screen.

So the next place to check is the bank statement ‘History’ screen (the small ‘History’ button on the Cash and Banks screen).

Depending on the number of bank accounts you have, you may need to sort or filter the screen to find the bank statements for the respective bank account, but you will find something similar to the example below:

Reimport02a

To find out why the bank statement import failed, click anywhere on the bank statement line:

Reimport03a

Or:

Reimport03b

To re-import the failed bank statements, resolve the root cause of the problem – which in this case is simply to open the September accounting period (but if you need assistance, please call our support desk), and then select ‘Manage Feeds’ and from the quick access menu on the right-hand side of the respective bank feed, select ‘Retry import of failed bank statement’:

Reimport04

This will display the following screen – which tells you the bank account you have selected and how many failed bank statements Twinfield will attempt to reimport:

Reimport05

After clicking the ‘Import’ button, re-visit the bank statement History screen, and you will see that the bank statements have now been successfully imported (or if they failed, you will see why they have failed a second time):

Reimport06

Our intention is to improve this functionality further and enable a user to reimport a failed bank statement from the history screen.  We will let you know when we add this functionality.

And just another note about the history screen, you will notice in the above screenshots, that only the failed bank statements have a hyper-linked ‘action’.  If the import was successful there isn’t a hyperlink because there is no error log to view.

The exception to this is when a bank statement is imported with a warning, and the most common example of this is when the accounting period for the respective transactions exists, but is closed:

Reimport02

Click on the bank statement line to view the warning:

Reimport03

New BACS formats – BACS Standard 18 and Bankline

As you may be aware, different banks have different file formats for uploading payment requests from software such as Twinfield to the banks’ internet banking or desktop banking software.

In July we released a new BACS format to enable Bank of Scotland users to upload payments directly from Twinfield, and this month we have released two more formats: BACS Standard 18 and Bankline.

BACS Standard 18 is used by a number of banks including Bank of Ireland and HSBC, and Bankline if the format used by members of the Bankline group – RBS, NatWest, and Coutts Private Banking.

These have been added to the drop-down menu listing BACS formats (within the Cash & Banks maintenance screen) as per below.

NewBACSformats

Please note that we still have the old NatWest format listed because we believe that some users may still be able to use this format.  But if you have been using the old NatWest format combined with our Excel macro-enabled BACS payment converter spreadsheet to convert the format to the Bankline format, you may now edit your bankbook settings and change the format to either Bankline or Royal Bank of Scotland (both options produce the same format BACS file).

We don’t yet support all BACS formats for all banks, so if you have a requirement for a particular BACS payment format, please let us know via your account manager or our support desk.

Monthly Twinfield webinars

Just a quick reminder that on the penultimate Friday of every month we run a 60 minute webinar to demonstrate the new functionality released that month, and to answer any questions you might have.

Our August webinar was cancelled due to the delayed release of the software update, so in our next webinar we will cover both the September and August updates.

To register for the webinar, or any future webinars, please search for ‘webinar’ within the Twinfield knowledgebase.  This will provide links to the registration page for each webinar that we currently have scheduled as well as links to recordings of past webinars.

And as always, if you have any questions about this month’s software update, or Twinfield in general, please contact your account manager or call our software support team.

 Read more 

August 2017 Software Update

By Richard McChesney on 01-Aug-2017 09:32:00

This month we have made further improvements to Neo sales invoices, and have also upgraded the supplier list screen and improved our API.

As always, a full list of the changes can be found by clicking the ‘Release History’ button on the Twinfield home screen, but I have the main changes below:

New VAT Summary for Neo sales invoices and quotes

We have added a new VAT Summary section to sales invoices and quotes, which makes it clear to the customer how much VAT has been charged, and at what rate.

Previously, when you processed your Neo sales invoices and quotes, the VAT section of your document looked like this:

01VATSummary1

This told the customer that VAT was applicable at the reduced rate on an amount of £10.00 and at the standard rate on £100.00, but if more than one VAT rate was applicable the user had to calculate the total VAT content themselves, and the actual percentage rate was not displayed.

We now have a new VAT Summary section which appears to the left of the total section as per below:

02VATSummary2

The VAT Summary shows the VAT rate name (this is the short name for the applicable VAT rate), the percentage and both the VAT exclusive and VAT amounts, and there is now only one VAT line in the total section regardless of how many VAT rates are applicable to the invoice.

Please note:
If you have previously edited the short names of your VAT rates in order to show the applicable VAT percentages, you will now want to edit those short names to remove the percentages otherwise the above VAT summary will show the percentage as a part of the VAT name, and will repeat it in the VAT % column.
To edit VAT rate names, select Company Settings, VAT, and select the VAT code for which you want to rename the VAT rate. Click on the VAT rate and rename by typing a new ‘Short name’.

New Neo sales invoice discount section

When processing a sales invoice, you now have the ability to enter an invoice discount at the bottom of the invoice.

03Invoicediscount

The drop-down menu on the right of the discount field enables you to switch between a discount percentage and a discount amount, and in both cases the discount percentage and amount are calculated to two decimal places and displayed, along with a new ‘Subtotal after discount’ line in the total section of the printed invoice, and are prorated against all lines (and VAT rates) on the invoice:

05Invoicediscount

API for Neo Articles

Twinfield has an open API which enables software developers to link their software into Twinfield to both read from the Twinfield database and write to it.  The API is used by our TwinApp partners and also by many of our larger users who have developed their own portals for reporting purposes, for example. 

We have made plenty of improvements to Twinfield over the last two or three years, adding new tables to the database and new data entry screens for users, but have not kept the API up to date which means that software developers have not been able to link their software into some of the new Twinfield functionality.

The start of the improvements to the API has been to make the Neo Articles available, and over the coming months we will be making more Neo functionality accessible via the API – starting with customers and sales invoices.  Please watch this space.

Full details about the Twinfield API are available here.

New supplier list view

We have now brought the Neo supplier list screen into line with the customer and articles list screens which we updated in March.

As with the customer list screen, you can view 20 suppliers per page and can sort the list by clicking on the appropriate column header.  You can also filter your supplier list using the ‘Search’ field at the top of the screen:

06SupplierListScreen

 Read more 

July 2017 Software Update

By Richard McChesney on 01-Jul-2017 13:37:00

After releasing plenty of new functionality during the last few months (see our software update blog posts below), our July software update (released in July for C3/Accounting cluster users and August for C4 users) only has a few areas of interest to UK and Irish users.

These are:

  • Neo sales invoice address localisation for UK and Irish customers
  • Browser related issues
  • Bank of Scotland BACS format

As always, there are other things that our development teams have been working on behind the scenes – things that users won’t notice – and also larger projects that are not yet ready for release.

Neo sales invoice address localisation for UK and Irish customers

Until now, the address displayed on Neo sales quotes, invoices and reminders was formatted to meet European postal standards regardless of where the customer was located. 

We have now enhanced the software so that if the customer is in the UK or Ireland, the address is formatted to meet local postal standards.

Address Localisation

Browser Related Issues

Being a cloud product, Twinfield has to be accessible via all the different internet browsers that are available, and from time to time the developers of one browser will make changes that result in the Twinfield user not being able to do or see something within Twinfield, or the Twinfield developers will make a change/add new functionality, and a user will report that it doesn’t look or feel right in a particular browser.  Obviously we test for this as much as possible, but occasionally things might slip through.

This month we have taken time to resolve a number of browser related issues.  These are detailed within the ‘Release History’ which is accessible via the Twinfield home screen.

Bank of Scotland BACS format

As you may be aware, different banks have different file formats for uploading payment requests from software such as Twinfield to the banks’ internet banking or desktop banking software. 

At present, Twinfield caters for the formats used by Barclays Internet Banking, HSBC, JP Morgan, Lloyds, Metro Bank, Natwest, and now Bank of Scotland. 

We also have an Excel macro-enabled BACS payment converter that can convert from one of the above formats to other unsupported formats and intend to add other formats to Twinfield in the near future.  If you have a requirement for a particular BACS payment format, please let us know via your account manager or our support desk. 

Bank Of Scotland BACS format

I think that covers everything for now.  One other thing that you may notice is that we have made some small changes to terminology used in some screens.  For example, in the above screen shot you will see that the ‘Sort code’ is now called ‘Sort code’ and not the generic ‘National bank ID’.  In other screens we have changed the word ‘Deduction’ to ‘Discount’, and some of the error/warning messages have been made more explanatory.

Lastly, as you may be aware, we have started running monthly webinars to walk you through the changes in each month’s software update.  Links to register for all upcoming Twinfield webinars are available by searching for ‘webinar’ within the Twinfield knowledgebase.

 Read more 

June 2017 Software Update

By Richard McChesney on 01-Jun-2017 13:36:00

Before I tell you about the enhancements we have added this month, I thought I would take the opportunity to tell you about our new webinar series.  Starting on June 23rd, and monthly thereafter on the penultimate Friday of every month (except November when it will be the last Friday in the month) I will be hosting a 30 to 60 minute webinar demonstrating the new features that have been released in that month’s software update, and if time permits, demonstrating other tips and tricks or other existing functionality that you may not be aware of.

If you receive the email we send each month advising of the scheduled update, you will have already received an email inviting you to register for the webinars.  If you don’t receive an invitation, please contact your account manager who will be able to forward an invitation to you.

The focus in this month’s update is on improvements to the Neo sales invoice layout, and I have documented these changes in detail below.

Also in this month’s update is another improvement to the connection process when linking Yodlee to your bank accounts in Twinfield for the first time, and I have news about the upcoming release of the new Twinfield Analysis Excel Add-In.

Neo sales invoice improvements

Our ongoing improvements to the Neo sales invoice layout continue.  This month we have the following enhancements:

  • Hide/Show the document title
    If for some reason you do not want to display the document title (the word ‘Invoice’ or ‘Credit Invoice’) at the top of your invoice or credit note, you can now toggle this on and off within the template editor.
    To do this, start a new invoice and select ‘Invoice Template’ from the ‘Related Items’ menu, or type ‘Invoice Template’ into the ‘search’ box at the top of the screen.
    Click on the document header – the section containing the words “Invoice / Credit Invoice” – and click the ‘Hide header’ button.
    01 Hide-Show sales invoice title
    To display the document header again, simply click the ‘Show header’ button.
  • Flexible Layout – Invoice Header section
    It is now possible to change the labels in the invoice header section and to hide fields that are not required.
    Within the invoice template, click anywhere in the invoice header section and click ‘Edit Titles’ to display editing options:

02 Edit invoice header 1

Default label text is displayed in grey and can be overwritten.  For example, rather than ‘Customer Number’ I want to use ‘Account Number’, rather than ‘Reference’ I want to display ‘Order Number’ and when I process recurring invoices they are for a license subscription period, so rather than displaying the words ‘Delivery Period’ I want to display ‘Subscription Period’.
And for miscellaneous invoices I don’t want to display a ‘Delivery Date’, so I will hide that field altogether.  
Note: Sales invoices only display the Delivery Date or Delivery Period and not both.  Delivery Date is available to display on standard invoices and Delivery period on recurring invoices.

The result:
Within the Template Editor:
02 Edit invoice header 2
Which on my sales invoice data entry screen looks like this:

02 Edit invoice header 3

And because I didn’t enter a Project number, this field is also hidden on the printed/emailed sales invoice:

02 Edit invoice header 4

Flexible Layout – Column Headers

Lastly, it is also now possible to change the column header labels within the sales invoice template. To do this, click anywhere within the detail section of the invoice and click the ‘Edit Titles’ button:

03 Edit column headers 1

This will enable you to overwrite the Quantity, Description, and Price fields, and also change the word VAT to ‘Tax’ for example (for those countries where sales tax is applicable).
Note that the column header labels cannot be longer than 20 characters in length, and the VAT header is restricted to a maximum of 6 characters.  
Also note, on a printed/emailed invoice, if you haven’t entered any quantities, the quantity field is not displayed which provides more space to print descriptions/text.

03 Edit column headers 2

Also note that changing the VAT label will change the sub-total label at the bottom of the detail section of the invoice as well.
The printed/emailed invoice will look like this:

03 Edit column headers 3

Yodlee improvement: Select a date for historical transaction import

We have made some changes to the Yodlee connection process.

The first thing you will notice is that the ‘Select your bank’ screen has been replaced with a smaller ‘Find your bank’ screen.

This change has been made after receiving user feedback that the tiles were ‘confusing’.  Each tile defaulted to just one URL for the respective bank, and that URL wasn’t always the one that the user wanted.  For example, HSBC has 14 different URL’s supported by Yodlee, of which 3 are relevant to UK users.  We previously had one HSBC tile that defaulted to one HSBC URL, and if you selected that and it was incorrect, you needed to start the connection process again by typing the bank name into the ‘search’ field.

04 Yodlee1

So we have removed the tiles altogether, and replaced it with a simpler ‘Find your bank’ screen.

In addition, when you type your bank name, rather than seeing all URL’s for that bank, you will only see URL’s for the UK and Irish variants of the selected bank:

04 Yodlee2

You can click the link at the bottom of the list to display all URL’s for the selected bank if required, but overall, we believe that this change will improve your experience when connecting Yodlee to your bank.

The second change we have made to the Yodlee connection process will also improve your experience when connecting to a bank for the first time, and that is the ability to select how far back you would like to go when Yodlee imports the first bank transactions.

Until now, when you linked a bank book to Yodlee you were not given an option and 7 days of transaction history were automatically imported into Twinfield upon successfully completing the connection to Yodlee.  If this was too much, you had to delete the unwanted bank statements. If it was insufficient, you had to manually import transactions to bring Twinfield up to date as at 7 days ago.

Now, when connecting to Yodlee you can select a start date for each bank account.  For example, you connect to Natwest and have two bank accounts.  One is up to date as at last Friday and the other is only up to date as at the end of the last VAT period.

On linking the Yodlee bank accounts to the Twinfield bank books you can now select a start date for transaction import (up to a maximum of 90 days ago) for each bank account:

 04 Yodlee3

Twinfield Analysis

Twinfield Analysis is a free* Excel plug-in that enables Twinfield users to create their own bespoke reports within Excel.

The current version of Twinfield Analysis has a limitation in that it will only work with the 32 bit version of Microsoft Excel, and whilst that works form some people, many Twinfield users are now using either 64 bit Excel and/or Office 365 which is web based.

I’m happy to announce that very soon we will be releasing a brand new version of Twinfield Analysis which works with both 64 bit Excel and can be used as an Excel 365 add-in.

As soon as this is released we will invite you to a webinar demonstrating the new version, but in the meantime, if you are not familiar with Twinfield Analysis, please feel welcome to watch this 45 minute recording of a webinar I presented in 2014 that demonstrates how to use Twinfield Analysis to create some simple reports within excel.

*Note: Twinfield Analysis is a free Excel plug-in but there is a small charge for data downloaded by Twinfield Analysis.  Please discuss with your account manager if you would like to know more about data charges.

That is all for this month.  As always, we are doing a lot of work behind the scenes, and there are also a few smaller changes in this month’s update that I have not documented here.  For a full listing of the changes, please click the ‘Release History’ button on the Twinfield home screen.

 Read more 

May 2017 Software Update

By Richard McChesney on 01-May-2017 13:34:00

This month’s release contains many new features including:

  • Reversing Journals
  • ‘Twinfield Authenticate’ – An improvement to the Yodlee connection process
  • Improvements to the Neo Sales Invoice layout and list view
  • Web Services/API improvements
  • Neo customer settings screen improvements
  • Minor change to ‘new company’ creation process

If you are interested, you can find a full list of the changes in each software update by clicking the ‘Release History’ button on the home screen.

Reversing Journals:

Reversing Journals were actually released in April, so you may have already discovered this new functionality yourself.

When processing a journal entry, if you want the journal to automatically reverse in the following accounting period, simply tick the new ‘Reverse transaction in next period’ checkbox:

10 Reversing journals

Please note that reversing journals only become effective when the original transaction is finalised.  This means that if you process the journal as ‘provisional’, you won’t see the reversing transaction in your accounts for the following month.  You will see it when you finalise the transaction however.

And whilst talking about data entry, were you aware that when entering transactions where each line has the same description as the line/s above, rather than retyping the description for each line, you can double-click in the description field and select from a list of descriptions already used in the preceding lines:

11 Duplicating transaction descriptions

Twinfield Authenticate – improved Yodlee onboarding for accountants

Since release our Yodlee functionality in March, our developers have been working hard to improve the onboarding process for our accountant and bookkeeper users who may not have the bank login credentials of their clients.  For more information about this functionality, please search for ‘Yodlee’ within the Twinfield knowledgebase.

Improvements to the Neo Sales Invoice layout

The layout of the Neo sales invoice has been updated to latest design standards.  This is a prerequisite for some additional changes that are currently in development.

Also, it is now possible to filter Neo sales invoices in the list view by invoice date.

3 Neo sales invoice list date range filter

Web Services/API improvements

We have added the ability to retrieve the payment reference of a VAT return document via webservices, and it is also now possible to retrieve a list of deleted transactions via webservices.

Details of these changes can be found here: https://login.twinfield.com/webservices/

Neo customer settings screen improvements

If you process direct debit runs to collect outstanding amounts from your customers, you will be pleased to know that as a part of our ongoing migration from Classic to Neo architecture, we have now added the ability to enter/edit collection details via the blue ‘Customers’ tile.

Select the ‘Banks’ menu item, then select a ‘collection type’ (created via Cash and Banks) and a Country, and Twinfield will highlight which fields are mandatory to complete.

4 collection details on customer card

The ability to set a default discount/premium for sales processed via ‘classic invoicing’ (the orange ‘invoices’ tile) can now be accessed via the blue ‘Customers’ tile.

5 customer default discount

And the timeline, that shows all changes made for a customer/s, has also been upgraded to the latest design standard.

Minor change to ‘new company’ creation process

Lastly, the flow of creating a new company via the ‘Settings’ menu item has been improved, although please note that you are not now transferred to the new company immediately upon creation as was the case previously.

Instead, once you have clicked the ‘Create’ button the following screen will be displayed:

6 new company 1

And on completion, the following notification will be displayed:

6 new company 2

And after this is displayed, you can then switch to the new company.

That is all for this month.  We are currently working on a number of other exciting developments though, so please make a note to watch out for our next software update which will be released in mid to late June.

 Read more 

April 2017 Software Update

By Richard McChesney on 01-Apr-2017 09:06:00

There are five main changes that I want to focus on this month:

  • Company Settings
  • Customer Templates
  • Customer and Supplier Transaction Reports
  • Spreading Purchase Invoices
  • New Bank Statement Tiles

A full list of changes in each software update can be found by clicking the ‘Release History’ button on the home screen.

Company settings:

When you select ‘Company Settings’ from the sidebar menu you will find that we no longer have both an orange and a blue ‘Company Settings’ tile.

As a part of our ongoing migration from the Classic to Neo architecture within Twinfield, we have now completed the migration of all company settings fields in to the new screen, other than Inter-Company settings, and have now removed the orange ‘Company Settings’ tile.

If you need to configure Inter-company settings, open the company settings screen via the blue tile and click the ‘Related Items’ menu icon in the upper right of the screen:

2 Related Items menu

Select ‘Intercompany’: 

3 Related Items menu2

And the screen that you are familiar with will be displayed.  This was previously only available within the ‘classic’ company settings screen:

4 Intercompany settings

You can also access both the Inter-Company settings screen and Inter-Company Transaction Types screens by typing “Intercompany” in the ‘Search’ field at the top of the screen:

5 Search for Intercompany

Customer Templates:

We have added a new screen that enables you to set the defaults for when you create new customer accounts:

6 Customer templates

This can be accessed from ‘Related Items’ within any of the customer screens. 7 Customer Templates related items menu

You will notice that you can also use the ‘Related Items’ menu to view deleted customers if accessing this menu from the Customer List screen.

Please note that the default settings in the Customer Templates screen only apply to new customer accounts created after updating this screen and does not retrospectively update previously created customer accounts.

As with Inter-Company above, you can also access Customer Templates by typing “Customer” or “Template” in the ‘Search’ field at the top of the screen:

8 Search for customer templates

Customer and Supplier Transaction Reports:

Up until now you could only produce customer and supplier transaction reports for transactions within a single financial year.  This meant that if you wanted a report listing all transactions from January of last year through to March of this year, for example, you had to run two separate reports.

In this month’s software update we have resolved this limitation, and you can now produce customer and supplier transaction reports for any year or period range.

Also, in case you were not already aware, if you want all transactions for a particular year (or now range of years) you do not need to enter a period number.  For example, if I want transactions for all of the 2016 and 2017 financial years, I can simply enter as follows:

9 Multi-year reports

And, if you weren’t previously aware, if you only want to run a report for one year, or one period, or one customer/supplier, etc, you only need to enter the applicable value in the ‘from’ field.  You don’t need to enter the same value in both ‘from’ and ‘to’.

And on a similar note, if you want to run a report for period 1 of a financial year, for example, you can enter the year/period as ‘YYYY/P’ (e.g. 2017/3).  You don’t need to enter a leading zero on the period number.

Spreading Purchase Invoices:

As well as the long-awaited ability to auto-reverse a journal, we have added some exciting new functionality that enables you to spread a purchase invoice at time of data entry.

Let’s say you receive a purchase invoice for your annual insurance premium, and when you code the invoice you split the invoice to multiple cost centres – see example below.

In the past you could code the invoice as per below, but would then have to run a General Ledger report that listed the transaction and then use the ‘spreading’ option to spread the GL postings across the required periods.  And if the invoice was coded to multiple GL lines, as in this example, you had to repeat the process for each transaction line.

In this month’s update we have added the ability to spread the invoice at time of data entry.

You will see that in the upper right of the screen we have a new option to ‘Spread Invoice’.  Ticking this displays three new fields: A ‘from’ and ‘to’ field as well as the field that the contra entry should be posted to – i.e. prepayments or accruals, or similar.12 Spreading purchase invoices

When you finalise the invoice, the applicable GL postings will be processed as follows:

14 Spreading purchase invoices2

Please note that the ‘spread’ journals only become effective when the original transaction is finalised.  This means that if you process the purchase invoice as ‘provisional’, you won’t see the spreading transactions in your accounts.  You will see them when you finalise the transaction however.

Note also, this functionality is only available within Twinfield.  If you use Basecone to process your purchase invoices, at this stage you will have to post the invoice through Basecone and then edit the provisional purchase invoice to add the spreading information.  We will advise you as soon as this functionality is added to Basecone.

New bank Statement Tiles:

When you open the ‘Cash & Banks’ screen you will notice two new tiles.13 New Bank Statement tiles

Please ignore the first of these two tiles.  This may be used in the future to enable importing of csv files but currently only supports MT940 files which is not a file type used by UK banks.

The Bank Statements tile however, is of more interest to UK users.

When you click on this tile you will see the following screen:

15 New bank statement list screen

At this stage these screens are ‘read only’ but you may find the ability to easily search historical bank statements for particular transactions to be useful.  For example, all payments to Britch Telecom:

16 New bank statement transaction history screen

The new bank Statements screen is the start of our development to replace the existing electronic bank statement processing screen, so keep an eye out for further changes in future software updates.

That is all for this month.  We are currently working on a number of other exciting developments though, so please make a note to watch out for our next software update which will be released in mid to late May.

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March 2017 Software Update

By Richard McChesney on 01-Mar-2017 09:06:00

The March 2017 update includes several minor enhancements to improve usability and the page loading time of some screens as well as changes to VAT filing to enable VAT returns to include provisional transactions.  A complete list of the changes is available in the ‘Release History’ which can be viewed from the Home screen.

Neo Articles List View

The Articles list view has a new and improved look.  Users can now sort by clicking on the column headers, and the list can also be filtered on price range and VAT rate, and entering text into the ‘Search’ field will filter the list to display all records that contain the entered text in either the name or code fields.

Articles List Screen

Neo Customer List View 
The Customer list view also has a new and improved look.  The list screen shows 20 customers per page and loads faster than the old list view.  As with the Article list, users can sort the list by clicking on any of the column headers, and entering text into the ‘Search’ field will filter the list to display all records that contain the entered text in any of the displayed fields.

Customer List Screen

Automated bank feeds via Yodlee
The long awaited release of our automated bank feeds functionality is now a reality.

To learn more about this new functionality, please contact our Support desk.

As always, our developers are working behind the scenes on other improvements that you may not notice.  This includes ongoing work to ensure that your data is always secure, and to improve performance.  They are also working on some exciting new features and functionality which I look forward to telling you about during the coming months.

Including provisional transactions in VAT returns

If you process provisional transactions (purchase or sales invoices, bank statement transactions, or journals) and want to include them in VAT returns you can now do this.  We have created a detailed knowledgebase article on this subject which you can find by searching the knowledgebase for ‘provisional transactions’ or ‘vat returns’.

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