Tuesday, July 24, 2012

DIY Accounting Spreadsheets Accounting Questions And Answers

Why is the monthly profit and loss account not updating from the sales and purchases entered.

Updating the profit and loss account in the financial accounts file is automated. If the financial accounts file is not updating automatically the links from the sales accounting spreadsheet and or the purchase accounting spreadsheet are not working. This may be because the file names have been changed which breaks the links between the files.

The most common reason is the way the files were originally saved when initially downloaded from the website by opening the files first before saving them. When a excel workbook is opened before being downloaded the computer stores the workbook in a temporary internet folder and changes the links to temporary links within that temporary folder.

Saving a file still in a temporray internet folder saves the temporary links rather than the original links. Temporary links creaqted in a temporary internet folder are not recognised by the other accounting files that have the original lionk structure. The recommended action is to replace the existing files by overwriting the accounting files without opening them first to preserve the original links. Accounting entries on sales and purchases appear on the profit and loss account but do not appear on the list of expenses on the self employed tax return.

The self employed tax return required to be completed in the UK is dependent upon the sales turnover. Small business with total sales turnover exceeding £64,000 for the 2007-08 financial year complete the full self employed tax return while self employed business whose gross income is less than £64,000 complete the short self employed tax return.. Coincidentally the threshold is the same as the vat threshold.

If sales turnover is less than £30,000 then only the expense total is required and not the individual expense items. The excel formulae within the financial accounts file automatically fill in the short or full tax return and only fill in the detailed expense classifications if required to do so.

Does the package produce my quarterly vat returns when a vat flat rate scheme is being operated.

The user guide contains notes on how to enter the value added tax flat rate percentage on the sales bookkeeping spreadsheet. The bookkeeping single entry of the flat rate vat percentage on the sales sheet updates throughout the package including the subsequent months on the sales sheet and also each month on the purchases bookkeeping spreadsheet automatically calculating value added tax at the flat rate percentage and expenses value added tax paid on purchases at the zero vat rate producing a quarterly vat return. Does the self employed accounting software package produce a balance sheet.

Balance sheets are optional requirements for self employed self employed business. The self employed package is based upon single entry bookkeeping and does not produce a balance sheet which requires double entry bookkeeping while the limited company package does produce a balance sheet as it is a legal requirement for a limited liability company.

As the self employed accounting software includes sales and purchase spreadsheets and also cash and bank spreadsheets it is possible to manually produce a balance sheet if required but the accounting software does not produce it automatically. Do I purchase new accounting software each year or can the accounting software be updated and be used for a second set of accounts.

As the accounting software and payroll packages include the current financial year tax rules that enable the financial packages to automate the production of that years tax returns then each year has new tax rules embedded and being on excel rather than an accounting database then it is necessary to purchase a new accounting or payroll package each year.

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