Accentra Legacy Software Solutions

Accentra ERP suite is a state of the art business automation software integrated with a powerful accounting & payroll engine. Truly modular by design, Accentra ERP suite is designed to turn your business into a smarter & stronger organisation by making technology work for you at an affordable cost.

A few compelling reasons why your business needs Accentra…

• Superior Open-Year design that allows you to keep several years data live. No year-end hiccups whatsoever!
• Management Reporting across multiple years, including year-on-year & month-on-month comparisons.
• Multi-currency system across all modules.
• Built-in document & transaction search engine with complete drill-down facility.
• Audit trail tracking mechanism for deleted/amended entries.
• Powerful multi-tier transaction analysis facility.
• Automated Invoice/Delivery Notes generation routines.
• Automated batch payment facility for suppliers.
• E-Commerce Enabled.
• Open for Customisation & Add-on development by third party software developers.

Powered by Microsoft SQL Server for Fast and Reliable Performance

Remote Login enabled via VPN/RDP!

Interfaces with 3rd Party Applications seamlessly

Data Import and Export using Industry Standard Formats!

Accentra – Your Partner in the UK for SAP services

Accentra provides SAP services to manufacturing companies in the UK using a combination of local resources and specialist offshore expertise in SAP implementation for manufacturing. This delivers top-quality results at up to 25% less than our competitors in the UK.

Talk to us about any of the following:

• SAP Support Services (Annual Maintenance Service, Enhancements, Add-on developments, Additional module implementation)
• SAP Functional & Technical Upgrades
• New SAP Implementations

Sales ledger

The Accentra Sales Ledger module is not just another debt control ledger – it’s a complete Business Intelligence System. It opens the door to a multiplex of powerful information that can change the way you do your business in the future.

The software generates an awesome collection of analytical reports that unfolds your business performance, not for just one month or one year but over multiple months and years. You can see your business trend month-to-month or year-to-year by Customers, Product Lines, Salesman or Customer Class instantly at any time. No matter how many years or months you want to analyse, the information is always just a few clicks away.

Features

• Invoice Entries – Choose between “Batch Invoice”, “Detailed Invoice” & Cash Invoice screens.
• Raise Credit Notes, Reverse Invoices simply by pointing & clicking the invoice entry.
• Reallocate, Refund or Reverse Payments by a single mouse click.
  Attach each line of your invoices & credit notes to a specific
• Product Line, Salesman and Customer Class.
• Credit or Reverse an Invoice, Refund or Reverse a Payment straight from the Customer Record screen.
• Enter Invoices & Payments in foreign currencies.
• On-screen Browsing facility for all transactions.
• Store & Recall facility for recurring transactions. Transaction Types Supported.
• Sales Invoices (Financial values only).
• Cash Bills (Financial values only).
• Credit Notes (Financial values only).
• Customer Receipts.
• Customer Refunds
• Payment Allocations/Re-allocations.
• Invoice/Payment Reversals

Reporting/MIS

• Analyse your sales figures using a combination of Customer/Product Line/Salesman/Class.
• Instantly report your sales performance over multiple years or months.
• Send statements to overseas customers in their currency.
• Drill down from all Reports right through to source documents such as Quotations, Orders & Invoice.
• Powerful Account Activity screen with full-fledged drill-down across multiple years of activity.

Transaction Types

• Support Sales Invoices (Financial values only).
• Cash Bills (Financial values only).
• Credit Notes (Financial values only).
• Customer Receipts, Customer Refunds.
• Payment Allocations/Reallocations.
• Invoice/Payment Reversals

Purchase ledger

The Accentra Purchase Ledger module provides everything a business would need to monitor credit, control cost and stream-line supplier management. With a single click, the module can be linked to a powerful Purchase Order Processing module, bringing to your organisation a wealth of procedures and systems designed to streamline the work flow.

Features

• Invoice Entries – Choose between “Batch Invoice”, “Detailed Invoice” & Cash Invoice screens.
• Raise Credit Notes, Reverse Invoices simply by pointing & clicking the invoice entry.
• Reallocate, Refund or Reverse Payments by a single mouse click.
• Credit or Reverse an Invoice, Refund or Reverse a Payment straight from the Supplier Record screen.
• Enter Invoices & Payments in foreign currencies.
• On-screen Browsing facility for all transactions.
• Store & Recall facility for recurring transactions.
• Powerful Account Activity screen with full-fledged drill-down across multiple years of activity.
• Attach each line of your invoices & credit notes to a specific Cost Centre, Project & Classification

Transaction Types Supported

• Purchase Invoices (Financial values only)
• Cash Expenses (Financial values only)
• Credit Notes (Financial values only)
• Supplier Payments
• Refunds from Suppliers
• Payment Allocations/Reallocations
• Dispute Invoices
• Invoice/Payment Reversals

Automated Supplier Payments

The sophisticated Automatic Payment system batch processes the suppliers’ payments, automating the process of picking-up the invoices due, printing cheques remittance advice and completing the payment posting & allocation.

The programme first generates a ‘Payment List’ based on the payment due date and the supplier priority number. The list can then be amended and confirmed by the user before the programme completes the payment posting & printing. Payments can also be sent via Automated bank clearance (BACS) system.

Reporting/MIS

• Analyse your Cost using a combination of Cost Centre/Project/Supplier Type.
• Instantly report your Cost analysis over multiple years or months.
• Drill down from all Reports right through to source documents such as Quotations, Purchase Orders & Invoices

Other features

• Bulk e-mailing facility for Remittance Advice & other Documents.
• Export all reports to Excel/Word/PDF format.
• Facility to Amend/Delete Transactions

Nominal ledger

The Nominal Ledger in Accentra features a powerful Management Reporting system that runs on top of a traditional accounting engine. It’s powered by a flexible 3-tier Analysis facility which allows you to produce all your financial reporting for a combination of primary, secondary and tertiary analysis. For example, you can set-up the primary analysis to represent your branches, secondary to departments and the tertiary to the jobs. Having done this, every single report including Profit & Loss, Balance Sheet, etc. can be produced for a specific branch, department or job or any combination.

General

• Journal Entries, Payments & Receipts.
• Accounting Chart nested within multi-level Account Grouping.
• Three-tier Analysis.
• Journal Templates and facility to Store & Re-call recurring journals.
• Multiple Year financial Reporting & Transaction posting facility.
• Multi-currency accounting.
• Company consolidation facility.
• Bank Reconciliation by Folios or individual cheques.
• Fund transfer between currencies

Budgeting

The budget can be set-up for several years into the future with specific budget for each branch, department, job, etc. Financial Statements such as Profit & Loss, Balance Sheet and other MIS reports can be configured to report budget figures, actual figures and the variance.

Consolidating Group Companies

The consolidation facility allows you to consolidate the Nominal Ledgers of several companies into one single company. The consolidated company can be used to produce group level financial analysis. The consolidation can be done at Summary Level or Detailed Level.

Cash Book & Bank

The cash book sub-system within the Nominal Ledger features an easy to use Cash Payments & Receipts facility. All receipts and payments can be tagged with a folio/cheque number and marked as cleared or uncleared at the time of entry.

The sophisticated bank reconciliation screen allows you to clear receipts by folios. Where required folios can be expanded to show individual cheques to enable reconciliation by cheque number as well.

Funds can be transferred between bank accounts of same currency as well as different currencies. Bank reconciliation can be done for foreign currency accounts.

Reporting

• Audit Trail by Date, Journal, Period.
• Accounts Summary & Detailed Activity.
• Trial Balance by Date, Date Range, Period.
• Profit & Loss, Balance Sheet statements based on Accounts Grouping for any period/year.
• Drill down from all Reports right through to source documents such as Quotations, Orders, Invoices.

MIS

• Profit & Loss across multiple months/years.
• User definable Management Reporting.
• Budgeting across multiple years.

Stock Control

The Stock Control module is a powerful tool that helps you optimise your inventory levels, maximise your profit and reduce your business downtime by delivering some business critical information instantly, such as:

• When & how much to Re-Order?
• Which items are the most or least Profitable?
• Which items are selling fast?
• Which items are slow moving?
• How much stock is in which location?
• Which Customers/Product
• Types/Branches contribute most to your profit.
• Which Customers/Product
• Types/Branches contribute most to your turn-over.

Features

• Multiple warehouse facility.
• Batch tracking with expiry dates. Purchase & Sales by batches.
• Qty. Separator facility that enables user definable units of measurement with fractions.
• Separate Product Names & Descriptions for Sales & Purchase transactions.
• Automated ‘Price List Build’ based on ‘Cost Price’.
• Bill of Materials, Linked & Associated Products.
• Stock status reports for ‘Raw Material’, ‘Work-in-Progress’ and ‘Finished Goods’.
• Automated Stock Value Update to Nominal Ledger (both Batch & Real time posting available).

Automated Stock Take

Stock Take is the most strenuous task for any warehouse manager. Accentra makes it a rather simple & intuitive one.

• First it produces a simple to use stock list in Excel format (you can ask for a range of products, specific types, warehouse, etc.).
• As you count the stock items, just fill-up the actual stock quantity in the empty column and hand it back to Accentra.
• Without a single keystroke made, your stock will be up-to-date in minutes.

Movement Types

• Purchase Orders
• Purchase Receipts
• Purchase Returns
• Sales Issues
• Sales Returns
• Internal Transfers
• Stock Take Entries
• Allocations

Price Lists

Each stock item can have up to 7 price codes and each customer can be tagged to a specific price code. Alternatively “Special Price lists” can be built for individual customers with minimum order qty & expiry date for each product.

Discounts

Discounts can be applied as a simple percentage or as a volume based discount. The optional “Discount Matrix” facility allows you to specify special discounts that may be applicable for combinations of Customers, Products and Volume.

Sales invoicing

“Superior Control over your Sales process” – that’s what you get with the Accentra Sales Order Processing module. The programme provides you with a perfect tool that automates the process of creating, maintaining and tracking all sales related documents starting from “Quotation” to “Credit Notes”. It gives you control over document generation, keeps track of pending documents, helps with sales follow-up and manages your document printing process.

Features

• Multiple Designs for each document type (example: 3 separate Invoice designs for Domestic Invoice, Export
• Invoice, Service Invoice, etc.).
• Unique document Processing, Posting & Printing rules for each design.
• Reusable Document Templates.
• Periodic document templates that generate documents automatically.
• Priority numbering system for Quotations and Orders.
• Create new documents from existing documents in seconds.
• Automated Batch Processing options for generating Delivery Notes, Invoices, etc. from Sales Orders.
• E-Commerce enabled.
• Email Invoices/Delivery Notes, etc. automatically.
• Attach Memos and Follow-up notes to documents.
• Quick Search mechanism to search & locate any document instantly from any module.

Document Progression & Tracking

The intelligent document progression mechanism allows you to progress existing documents to the next stage without having to re-key in any data. A quotation can be converted automatically into an Order, an Order into a Delivery Note and so on. As the documents are progressed, the programme keeps track of the pending qualities. All pending documents along with values can be printed and reviewed for further action.

Document Printing

All documents can be printed on either plain paper or any existing pre-printed stationery using custom designed parameters. Multiple copies can be printed at the same time, each with a specific ‘copy name’. Each copy can be directed to a differented printer including printers or remote locations.

Batch Processing

The batch processing feature completely takes over the hassle of executing pending sales orders. Or daily basis, the programme picks the orders that can be delivered and generates automatically the Delivery Notes & Invoices. Documents can be e-mailed/printed while being generated automatically.

E-commerce Integration

If you sell on the internet, the e-commerce facility eliminates all the manual work involved, processing the orders to completing the accounting entries. The intelligent interface captures all the sales orders automatically, processes the Delivery notes/Invoices and even sends Purchase Orders to suppliers, if there is shortage.

Back to Back Ordering

The back to back order feature automatically creates Purchase Orders and Sales Orders. With the Drop Shipping method enabled, the programme can instruct the suppliers to deliver goods directly to your customers – you never have to know what you sold and yet generate revenue.

Document Types Supported

• Quotation
• Pro-forma
• Sales Order
• Delivery Note
• Invoice
• Credit Note
• Cash Invoice

Within each type, several sub-document types can be created.

Purchase invoicing

The Accentra Purchase Order Processing module automates the process of Ordering, Following-up Suppliers, Receiving Goods and Recording Purchase Invoices. When used at tandem with the Sales Order Processing system, the software provides the perfect workflow for the business managers.

Features

• Multiple Designs for each document type (example: 2 separate Purchase Order designs for Domestic Purchase, Imports, etc.).
• Unique document Processing, Posting & Printing rules for each design.
• Reusable Document Templates.
• Periodic document templates that generate documents automatically.
• Create new documents from existing documents in seconds.
• Automated Batch Processing options for generating Purchase Orders based on shortage.
• Email Purchase Orders/Enquiries automatically.
• Quick Search mechanism to search & locate any document instantly from any module

Document Progression & Tracking

The intelligent document progression mechanism allows you to progress existing documents to the next stage without having to rekey in any data. Quotations can be converted automatically into Orders and Orders into a Goods Receipts Notes and so on. As the documents are progressed, the programme updates the pending quantities. All pending documents along with values can be printed and reviewed for further action.

Document Printing

All documents can be printed either on plain paper or any existing pre-printed stationery using custom designed parameters. Multiple copies can be printed at the same time, each with a specific ‘copy name’. Each copy can be directed to a different printer including printers or remote locations.

Automated Purchase Ordering

Purchase Orders can be generated automatically in two ways. The Batch PO generation method calculates the shortage and picks the items for reordering before generating one Purchase Order per supplier.

The “Back to Back” method creates one PO for each Sales Order you receive automatically. With the e-commerce feature enabled, this process completes the entire trading cycle, starting sales to purchase.

Document Types Supported

• Purchase Request
• Quotation
• Purchase Order
• Goods Receipts Note
• Invoice
• Cash Purchase
• Credit Note (Returns)

Within each type, several sub-document types can be created.

Sales Order Processing

“Superior Control over your Sales process” – that’s what you get with Accentra Sales Order Processing module. The programme provides you with a perfect tool that automates the process of creating, maintaining and tracking all sales related documents starting from “Quotation” to “Credit Notes”. It gives you control over document generation, keeps track of pending documents, helps with sales follow-up and manages your document printing process.

Features

• Multiple Designs for each document type (example: 3 separate Invoice designs for Domestic Invoice, Export Invoice, Service Invoice, etc.).
• Unique document Processing, Posting & Printing rules for each design.
• Reusable Document Templates.
• Periodic document templates that generate documents automatically.
• Priority numbering system for Quotations and Orders.
• Create new documents from existing documents in seconds.
• Automated Batch Processing options for generating Delivery Notes, Invoices, etc. from Sales Orders.
• E-Commerce enabled.
• Email Invoices/Delivery Notes, etc. automatically.
• Attach Memos and Follow-up notes to documents.
• Quick Search mechanism to search & locate any document instantly from any module.

Document Progression & Tracking

The intelligent document progression mechanism allows you to progress existing documents to the next stage without having to re-key in any data. A quotation can be converted automatically into an Order, an Order into a Delivery Note and so on. As the documents are progressed, the programme keeps track of the pending qualities. All pending documents along with values can be printed and reviewed for further action.

Document Printing

All documents can be printed either on plain paper or any existing pre-printed stationery using custom designed parameters. Multiple copies can be printed at the same time, each with a specific ‘copy name’. Each copy can be directed to a differented printer including printers or remote locations.

Batch Processing

The batch processing feature completely takes over the hassle of executing pending sales orders or on a daily basis, the programme picks the orders that can be delivered and generates automatically the Delivery Notes & Invoices. Documents can be e-mailed/printed while being generated automatically.

E-commerce Integration

If you sell on the internet, the e-commerce facility eliminates all the manual work involved, processing the orders to completing the accounting entries. The intelligent interface captures all the sales orders automatically, processes the Delivery notes/Invoices and even sends Purchase Orders to suppliers, if there is shortage.

Back to Back Ordering

The back to back order feature automatically creates Purchase Orders Sales Orders. With the Drop Shipping method enabled, the programme can instruct the suppliers to deliver goods directly to your customers – you never have to know what you sold and yet generate revenue.

Document Types Supported

• Quotation
• Pro-forma
• Sales Order
• Delivery Note
• Invoice
• Credit Note
• Cash Invoice

Within each type, several sub-document types can be created.

Purchase Order Processing

The Accentra Purchase Order Processing module automates the process of Ordering, Following-up Suppliers, Receiving Goods and Recording Purchase Invoices. When used in tandem with the Sales Order Processing system, the software provides the perfect workflow for the business managers.

Features

• Multiple Designs for each document type (example: 2 separate Purchase Order designs for Domestic Purchase, Imports, etc.).
• Unique document Processing, Posting & Printing rules for each design.
• Reusable Document Templates.
• Periodic document templates that generate documents automatically.
• Create new documents from existing documents in seconds.
• Automated Batch Processing options for generating Purchase Orders based on shortage.
• Email Purchase Orders/Enquiries automatically.
• Quick Search mechanism to search & locate any document instantly from any module.

Document Progression & Tracking

The intelligent document progression mechanism allows you to progress existing documents to the next stage without having to re-key in any data. Quotations can be converted automatically into Orders, and Orders into a Goods Receipts Notes and so on. As the documents are progressed, the programme updates the pending quantities. All pending documents along with values can be printed and reviewed for further action.

Document Printing

All documents can be printed either on plain paper or any existing pre-printed stationery using custom designed parameters. Multiple copies can be printed at the same time, each with a specific ‘copy name’. Each copy can be directed to a different printer including printers or remote locations.

Automated Purchase Ordering

Purchase Orders can be generated automatically in two ways. The batch PO generation method calculates the shortage and picks the items for reordering before generating one Purchase Order per supplier.

The “Back to Back” method creates one PO for each Sales Order you receive automatically. With the e-commerce feature enabled, this process completes the entire trading cycle, starting sales to purchase.

Document Types Supported

• Purchase Request
• Quotation
• Purchase Order
• Goods Receipts Note
• Invoice
• Cash Purchase
• Credit Note (Returns)

Within each type, several sub-document types can be created.

Open Year Technology

What do we mean by Open Year Technology?

Accentra has a flexible open period ledger that holds all postings in date order. There is no year-end routine – you define your dates or periods within the Report Designer and print the periods you want.

The design makes it possible to enter transactions into previous periods (with audit trails recorded), but the software will alert you if this is happening.

If the administrator wishes, he or she can prevent other users from back-posting. Management Reporting across multiple years, including year-on-year & month-on month comparisons.

Cash & Bank Book

The cash book sub-system within the Nominal Ledger features an easy to use Cash Payments & Receipts facility. All receipts and payments can be tagged with a folio/cheque number and marked as cleared or un-cleared at the time of entry. The sophisticated bank reconciliation screen allows you to clear receipts by folios. Where required, folios can be expanded to show individual cheques to enable reconciliation by cheque number as well. Funds can be transferred between bank accounts of same currency as well as different currencies. Bank reconciliation can be done for foreign currency accounts.

Group Consolidation

Group Consolidation – The consolidation facility allows you to consolidate the Nominal Ledgers of several companies into one single company. The consolidated company can be used to produce group level financial analysis. The consolidation can be done at Summary Level or Detailed Level.

Nominal Ledger

Nominal Ledger in Accentra features a powerful Management Reporting system that runs on top of a traditional accounting engine. It’s powered by a flexible 3-tier Analysis facility which allows you to produce all your financial reporting for a combination of primary, secondary and tertiary analysis.

For example, you can set-up the primary analysis to represent your branches, secondary to departments and the tertiary to the jobs. Having done this, every single report including Profit & Loss, Balance Sheet, etc. can be produced for a specific branch, department or job or any combination.

Note: Upgradeable from all variations of Systematics Accounting Software products including Systematics Accord, Systematics Esteem & Flexible Accounts.

Full Install – Version: 11.6.2 – Date: 25/07/2012 – Size: 138MB

Upgrade – Version: 11.7.0 – Date: 26/03/2013 – Size: 35MB

Smart Update – Version: 11.7.4 – Date: 08/05/2013 – Size: 16MB

The software handles all statutory payments and deductions such as Tax, NI, Student Loan, SSP, SMP, SPP, SAP, etc.

Benefits of our online payroll services software:

EOY without the hassle

Most payroll software programmes require the user to complete EOY (end of year) returns before moving on to new payroll year. Accentra’s revolutionary design gives you the freedom to complete EOY reports even after closing the year. Or simply you can move to the next year and later come back and complete the year end procedures when there is time. No need to restore or create separate folder or any lengthy procedures to follow.

Close the Period with Peace of mind

When you decide to close the period and move on to the next period, the last thing you want is an uncertainty about the status of the data. To eliminate this, you can choose to verify & confirm the control totals for Net Pay, Tax, NI, etc. before closing the period. This feature ensures that, between the time you last run your payroll and the time close the period, no unexpected changes have been done to the inputs.

Flexible Payment & Deduction Types

You can setup payments as Fixed or Variable or Rate type. The fixed type payments will be automatically carried forward by the programme from one period to another. The variable type payments can be input differently for each period. The rate type payments can be used to calculate the payment based on number of units such as ‘hours’, ‘sales quantity’, etc.

The deductions can be of Fixed or Variable or Loan types. The loan type deductions allow you to setup an “outstanding” amount and a deduction per period. Once setup, the programme will make the deductions.

Online P45, P46, P35/P14

The software is fully tested and recognised to submit in year movements such as P45, P46 and end of year returns such as P35/P14.

Accentra Payroll Lite

ACCENTRA PAYROLL LITE COMES WITH

• Single Company
• Single User
• 9 Employees

Professional Edition

PROFESSIONAL EDITION COMES WITH ALL FEATURES OF STANDARD EDITION AND

• 25 Companies
• 100 Employees
• Multi-user Option
• Prepay Enquiry
• Branches, Departments & Job Categories
• BACS Facility
• Historical Payslips “plus”

Enterprise Edition

ENTERPRISE EDITION COMES WITH ALL FEATURES OF PROFESSIONAL EDITION AND

• 999 Companies
• Unlimited Employees
• Group Entry Facility
• Net To Gross Facility
• Time Sheet Import
• Group Entry Facility
• Global Changes to Payments & Deductions
• Merging Companies

SQL Edition

Note: Upgradeable to Umbrella/Agency PAYE Editions. After installation, please call us for special product keys.

Full Install – Version: 15.0.8 – Date: 13/12/2009 – Size: 110MB

Upgrade – Version: 18.1.0 – Date: 25/03/2014 – Size: 11MB

Accentra Umbrella Suite comprises of a state of the art Web Portal powered by a robust Payroll, Financials and CRM system – all integrated into one system. A system that you can depend on to transform your business into an enterprise reality.Armed with our extensive knowledge of working with umbrella companies and our years of expertise in Payroll & Financials systems, we have produced a comprehensive solution, that completely removes the hassle associated with the Umbrella back office processing. The software automates the process of registering the contractors, processing timesheets, expense claims and running the complex circular calculations with 100% accuracy and compliance.

Standard Umbrella

Target Market

Contractors who get get paid around £10.00 per hour and can legitimately claim £15 a day worth expenses.

How does it work?

• Timesheets processed and Agencies Billed automatically.
• ERNI Cost & Your Margin taken off from the Timesheet Earnings.
• Holiday Pay Calculated on the salary component.
• Expenses Paid as Non-Taxable Reimbursement.
• NMW Protected
• VAT on Expenses paid claimed for you automatically

Hybrid Umbrella

Target Market

Agency PAYE Candidates with zero
or fluctuating expense claims.

How does it work?

• Objective: Protect the interest of the Contractor and the Agency before charging a fee.
• Calculation: System auto-calculates required “Rate Uplift” based on each week’s earnings & expenses and adjusts your fee.
• Low/No Expense Scenario:Contractor takes home guaranteed net pay, agency pays ERNI as usual and no/small fee charged.
• High Expense Scenario: Savings shared between Contractor, Agency and Umbrella Company as per set ratio

Personal Relief Minimum Wage Umbrella

Target Market

Contractors paid at just the National Minimum Wage Level.

How does it work?

• No deductions made for Fee or ERNI.
• Expenses are recorded for the purpose of providing tax relief as opposed to treating as non-taxable payment.
• Though such tax relief may reduce the taxable pay below NMW, there is no NMW breach as the gross timesheet earning remains unaffected.
• Reduced Tax & NI benefits the low paid contractors and the Agency alike.
• Holiday Payments made on request by the contractor.
• Agencies billed for the PAYE service by you

Sole Trader Umbrella

Target Market

Payment Solution for Self-Employed individuals with no risk of ‘Transfer of Debt’ Legislation.

How does it work?

• Timesheets processed and agencies invoiced as usual by you.
• Contractor’s expenses recorded and approved.
• Tax & Class 4 NI calculated by the system after allowing business expense relief.
• Contractors paid after retaining the Tax & Class4 NI and deduction of your fees, using self-billing method.
• Annual Earnings & Expenses statement produced to assist with self-assessment services at the end of the year

Agency PAYE

Target Market

Agencies looking to get away from AWR, Auto Enrolment & RTI responsibilities.

How does it work?

• Uses Agency Timesheet Data to process Contractors Payments, but payrolled under your PAYE scheme.
• Auto calculates Holiday Pay for relevant rates and Pays out or Retains as required.
• Bills the Agency at the end of the week for ERNI, Holiday Pay and your fee.
• Complies with AWR, RTI and Auto Enrolment Legislations fully.

Web Portal – Payroll – Financials – CRM

1. Contractor Payment Options

Control precisely when you want to pay your contractors

Contractor payment options provides the ability to control precisely when you want to pay your contractors, by choosing one of the options

• On Full Cash Receipt from the Agency
  Contractor will be paid only when the full invoice amount is paid by the Agency.
• Pay in proportion to the Receipt from the Agency
  Contractor will be paid in proportion to the cash received from the Agency.
• Pay on Invoicing
  Contractor will be paid as soon as the Timesheet is approved and invoice generated.
• Ability to set up the Payment Term Policy at multi-level:
  •  By Contractor
  •  By Agency
  •  Globally for all contractors

2. Admin Fee Options

Flexible Admin Fee structure allows you to tailor your fee policy for indvidual contractors or the Agency

Flexible Admin Fee Options

• Fixed Fee per Period
  Charge a flat fee per tax week/month.
• Fixed Fee per Timesheet Week
  Charge once for each calendar week worked by the contractor.
• Fixed Fee by Table
  Charge a fixed fee depending on the Timesheet Value. Example: £5 for value up to £300; £10 up to £800 and £15 for above £800.
• % on Timesheet Value
  Apply a percentage on the total timesheet value.
• Table based % on Timesheet Value
  Apply a different % depending on the Timesheet Value. Example: 3% for up £500 and 2% up to £1000, 1.5% above £1000.
• Charge per Timesheet
  Charge a flat fee per timesheet produced by the contractor.
• Charge per Hour Worked
  Charge a fee per hour worked by the contractor.

3. Timesheet Processing

Well thought out work flow allows you to reconcile and control the way Timesheets are processed and paid

Online Timesheet Processing software – the benefits:

• Assignment Validations
  Timesheet processing – Timesheets are processed against valid assignments. Assignments control the Payment Rates, Invoicing Parameters, Contractual Terms and Agency Discounts where relevant.
• Multiple Payment Rates
  Ability to set up as many payment rates as required per assignment.
• Multiple Timesheets per Period
  Flexibility to allow multiple assignments per week across different agencies.
• Admin: Bulk Import Timesheets
  Ability to process payments for hundreds of contractors within minutes by bulk importing timesheets from spreadsheets.
• Attach Timesheet Image
  Attach scanned timesheet images to the timesheets. Timesheet images will be automatically attached to the Agency Invoices.
• Contractors: Memorise & Submit Options
  Contractors can enter the timesheet and memorise them before finally submitting to the admin for approval

4. Expense Processing

Sophisticated Expense processing system automates the Mileage Calculations, NMW Contro and VAT 100 reclaim

Online Expenses Processing

• Expense Groups & Nominal Mapping
  Set up as many Expense Groups as required such as Subsistence, Accommodation, Travel, Professional fees and map them to nominal accounts.
• Mileage Rates & VAT
  Mileage Rates are auto calculated as per HMRC guidelines including 10,000 miles rate shift. VAT is auto calculated on fuel rates and reclaimed via Purchase Ledger.
• Receipts Management
  Attach expense receipts (PDF, image files supported) to each claim line.
• Approve/Reject Expense Lines
  Approve or reject individual expense lines or the entire claim form.
• Contractors: Memorise & Submit Options
  Contractors can enter the expense claims and memorise them before finally submitting to the admin for approval

5. Holiday Pay Calculation

Minimum required statutory holiday pay is automatically calculated as a percentage of the salary component (equivalent to 5.6 weeks annual leave)

It can be processed in two ways:

• Calculate & Pay Immediately
  Holiday Pay will be calculated and paid to the contractor each period and taxed at the time of paying. You can set the system to calculate the holiday pay only on National Minimum Wage or the entire earnings.
• Calculate & Retain
  Holiday Pay will be calculated on the National Minimum Wage and will be retained by you each week. You will pay the contractor from the accrued funds when he/she requests.

6. Invoice & Payslip Options

Tell us how you want your Agency Invoices and Payslips to look and we will design it for you before you go live with the system

Choose the invoicing method for each Agency

• One per Timesheet
  One invoice will be generated per timesheet with the details of the work location, dates worked, etc. printed on the invoice.
• Consolidated Invoice
  A single invoice for a batch of timesheets will be generated – usually one batch per week. List of all contractors included in the batch can be printed as additional sheets to the invoice.

Payslip Styles

• Consolidated Salary vs. Split Salary & Bonus
  Show the entire earnings (after expenses & holiday pay) as a single Salary figure or split it in to NMW and Bonus.
• Timesheet & Expense Breakdown
  Reduce your contractor pay query calls by including the breakdown of timesheets and expenses in the payslip.

7. Document Management

Maintain & manage all employment related documents from your web portal. Quickly access them from the relevant contractor record for viewing, downloading or printing.

• Generate Contractual Documents
  Generate directly from the system contractual documents such as Employment Contracts, Expense Claim Forms and auto email them to contractors.
• Generate Pay Illustration Sheet
  Generate custom designed Pay Illustrator and auto email them to your enquirers.
• Upload Identity, Proof of Address etc.
  Upload and archive as many documents as required such as P45, Attachment Orders, Sickness & Maternity Records to the contractor record directly.
• Agency Documents
  Records relevant to Agencies such as Overarching Contract, COI, etc. can be uploaded and attached to relevant Agency record.

8. Call Tracking

Manage your valuable sales enquiries, contractor pay queries using the simple to use Call tracking system. List the outstanding calls, review them, assign them to relevant staff for efficient call management.

• Universal Call Tracking System
  Single interface to manage the calls for Agencies, Enquirers and Registered Contractors alike.
• Logging in Calls
  Record calls made/received, assign or escalate it to a colleague and tag an action required – all using simple dropdown lists.
• Call Analysis
  Analyse calls by Status, Action Required, Call Owner, Call Type or any combination of them.

9. Bulk Email & SMS Tools

Send bulk emails to your Enquirers, Contractors and Agencies for Marketing, Announcements, Follow-up and reminders. Use the sophisticated email designer facility to build as many designs as you like – complete with HTML formatting, pictures, logos, signature and external links.

• Building Recipient Lists
  Build quickly your target audience list by applying internal filters or writing your own filter criteria or simply re-using one of the saved criteria.
• Email Attachments
  Specify up to 5 standard attachments such as brochure, expense claim policy to your email design. When you send bulk emails, the programme will auto attach them for you.
• Sending one-off Emails
  Simply open the relevant Contractor or Agency Record then select one of the pre-built email designs and send the mail.

10. Why Accentra Umbrella?

• We are the only the provider who offers a completely automated solution for umbrella companies, encompassing a sophisticated Web Portal, fully featured Financials, Payroll & CRM — all integrated seamlessly.
• With our solution, you will never have to export/import or re-key in any data. An approved timesheet will see its way through to P&L and balance sheet instantly and an expense claim will get through to payroll and P&L automatically.
• You will benefit from our extensive knowledge of umbrella companies and our years of expertise in providing Payroll & Financials systems.
• Easy upgrade options to CIS, Self-Employed, Agency PAYE modules.

Standard Edition

• Umbrella Payroll Calculations
• Standard Payroll Calculations
• NMW Control
• Expense Capping & C/F
• Holiday Pay (Rolled-up & Accrued)
• Payslip Emailing
• SMS Notification on Payment
• Payroll EOY (P14/P35) Online Submission
• P45/P46 Online Submission
• BACS/Faster Payment

The Umbrella Basic solution is built around the robust Accentra Payroll software that fully complies with the HMRC Test Requirements. Besides handling all Umbrella specific calculations, the software handles all statutory payments and deductions such as Tax, NI, Student Loan, SSP, SMP, SPP, SAP, etc.

Dual Payroll System (Umbrella Payroll & Standard Payroll)

The Umbrella Payroll software not only allows you to process pay for ’umbrella employees’ it also allows you to process the pay of Directors’ and other normal employees of the Umbrella company. You can set-up up to 25 companies and each company can be set up as either Umbrella Payroll or Standard Payroll, this removes the need for separate software packages.

End of Year without the hassle

Most payroll software programmes require the user to complete their End of Year returns before moving onto the new tax year. This can pose a serious problem for an umbrella company as the umbrella company relies on being able to process pay for a significant number of employees on a weekly basis. Being able to process pay quickly and efficiently is fundamental to the survival of the umbrella. Accountax Umbrella payroll’s revolutionary design gives you the freedom to move on to the next tax year without completing the previous years return. You can re-open the previous year at a later date in order to complete the End of Year formalities. There is no need to restore or create a separate folder, there are no clumsy procedures to follow therefore reducing the risk of human error.

BACS Support

Available as a standard feature the software has the facility to support a wide range of BACS formats.

Flexibility with Protection

Should there be a data entry mistake which is not noticed until after the payroll has been run, you can amend the entries and re-run your payroll without hassle. However, in a multi-user busy environment, if you wish to avoid unintentional amendments, you can set an automatic lock to the data. To make changes, the top level user will have to unlock the period.

Close the Period with Peace of mind

When you decide to close the period and move on to the next period, the last thing you want is an uncertainty about the status of the data. To eliminate this, you can choose to verify & confirm the control totals for Net Pay, Tax, NI, etc. before closing the period. This feature ensures that, between the time you last run your payroll and the time you close the period, there have been no unexpected changes to the data input.

Powerful Control Report

The uniquely designed control report contains 4 sub-reports provided in one report giving you all the information that you need to print and retain for each period for your future reference.

• Part 1 (Net Pay): Summary of payments, deductions and net pay
• Part 2 (Tax) : All P11 figures related to tax
• Part 3 (NI) : All P11 figures related to NI
• Part 4 (Pension): Pension breakdown

Professional Edition

All features of Basic Edition, plus:

• Assignment Setup
• Timesheets Entry & Approval
• Expense Claims Processing (Mileage, Subsistence, etc.)
• Automated Agency Billing
• Agency Receipt Processing
• Contractor Payment Options
• Sales Ledger
• Purchase Ledger
• Nominal Ledger
• Bank Reconciliation
• VAT Reclaim on Expenses
• Statements, Aged Analysis, Credit Control Functions
• Financials Reporting (TB, P&L, Balance Sheet)
• Management Reports.

The Professional Plus edition of the Umbrella Solution seamlessly integrates the Professional solution with a powerful period based Financial Ledger system. The system is pre-configured with all relevant accounts and common pay elements that enables you to get up & running with your umbrella business instantly upon installation.

Umbrella Payroll

The Umbrella Payroll module has been built around a robust Payroll Application that fully complies with the HMRC Test Requirements. The payroll handles all Umbrella specific calculations, performs all statutory calculations such as Tax, NI, Student Loan, SSP, SMP, SPP, SAP, etc. For more detailed information on the Umbrella Payroll module, read about Accountax Umbrella Basic solution.

Agencies, Assignments & Timesheet Entry

Each umbrella employee can be linked to multiple assignments and agencies. The assignment data can be set up with all contractual details such as the Client Name, Start Date, Work Location, Pay Rates, etc.

Each week, you will simply call-up the employee’s assignment and fill-up the number of hours, date, etc. Upon authorisation of the Time Sheet, the programme automatically calculates and generates the agency bill including VAT. The client bill instantly updates the integrated Sales Ledger & Nominal Ledger accounts.

Agency Receipts

When the agency pays, simply call-up the relevant agency bill and confirm the payment receipt. The programme automatically updates the employee’s period payment and updates the integrated Sales Ledger & Nominal Ledger accounts.

Financials

The financials modules enables you record, analyse and report all non-umbrella related transactions besides automatically capturing every umbrella business related transactions.

The sophisticated financial engine is designed on powerful period based system making it possible to work with several years data contiguously. The design doesn’t require any complex year end processes associated with date based accounting.

Enterprise Edition

All features of Pro Plus Edition, plus:

• Admin. Login
• Enquiry Management
• Contractor Records
• Agency Records
• Assignment Records
• Configurable Pay Rates
• Configurable Expense groups
• Flexible Admin Fee Structure
• Flexible Contractor Payment Rules
• Right to Work Tracking
• Timesheet Entry & Approval
• Expense Claims & Approval
• Mileage Claim Processing
• Timesheet History
• Expense History.

The Enterprise edition offers all the benefits of the Professional edition plus an integrated, state of the art Web Portal that will give your organisation a competitive edge and flexibility.

With the enterprise edition, you record and manage the Contractors & Agency Records, timesheets, expense claims, etc. directly on the website. The data will automatically flow through to the Payroll & Financials generating the entries automatically for you. You have the option to let your contractor login to their records to enter timesheets & expense claims or simply view their transactions.

To preview the portal interface, click http://www.umbrella-software.co.uk. Remember the look & feel of the site can be customised to suite your corporate colour scheme and branding.

Online platform for Limited Company Service Providers

If you are offering accounting & payroll services to limited company contractors, SmartPSC is the most cost effective, feature enriched solution available in the market. SmartPSC is not just another online accounting system. Instead, it’s designed to be a contractor friendly system that intreacts with the user using the language that they are comfortable with. No accounting jargons appear anywhere on the system. It lets the contractor complete their tasks quickly using simple user interface, while in the background doing double entries and postings necessary for a perfect book-keeping.

Why SmartPSC?

• Unlike others, we do not offer the software directly to the contractors and hence your investment in SmartPSC is fully protected. What’s more, the software can be installed on your own dedicated servers and truly white labelled for your business running on your own domain name completely insulated from your competition.
• It’s made for Contractors not for Accountants.
• The platform offers a sophisticated Admin Portal and a Contractor Portal. Contractors can brand the portal with their own company banner & logo and you can brand the Admin Portal with yours. You can provide a login screen for your contractors directly from your website, driving the traffic to your website rather than the software provider’s website

Price starts at just £3 per company per month.

Admin Portal

Enquiry Management

Captures enquiries from propective contractors directly from your website and builds a prospect list automatically for you to follow-up and close the deals.

Service Levels

You decide what services you want to offer to your contractors and how much you to charge. For example, you can let your contractor do their own PAYE and VAT returns, or you do it for them and let them see only the results. You can set-up as many levels of services you wish and setup the fee and access controls.

Account Manager Control

Assign a specific Account Manager for each enquiry/PSC and provide personalised service to your contractors. When account managers login, messages from the contractors, documents uploaded by the contractors and statutory deadlines are published for each Account manager. Admin level user can monitor the full list and take action on pending items or simply chase-up the respective account manager.

Contractor Support Ticketing System

Tired of tracking and dealing with the multitude of emails from the contractors? The in-built support ticket system helps you streamline all the communication in one place, tracks the status and prioritise the tasks.

Document Management Control

Dealing with the notices and letters from the Companies House and HMRC for each of your contractor can be a nightmare, if you rely on emails and faxes. Using the in-built document management system, your contractors can electronically send any letters/notices they receive. The account managers will get an email notification on new document arrival. Each document can then be assigned a deadline, ownership and notes can be exchanged between the contractor and the account manager. Notes on any calls made to Companies House or HMRC can be recorded too. All pending notices/letters can be tracked and monitored from a single screen.

Statutory Deadline Tracker

Important statutory deadlines such as RTI, VAT100, Corporation Tax can be viewed at a glance both at Account Manager level and Admin level.

Data Export to Accounts Production Systems

Data is exportable to the format required by popular Accounts Production software.

Contractor Portal

Active Dashboard

The contractor dasboard screen not only provides useful information, but it also allows you to complete time critical actions such as PAYE Run, RTI, VAT Return etc. Dashboard tells exactly how much fund is available for salary run, dividend taking in to account even the future tax liabilities and salary cost.

Clients, Projects, Timesheets & Invoices

Set up the clients, projects and complete the timesheet and invoice in minutes. When the client pays the bill, simply select the relevant invoice and update the reciept amount.

Supplier Invoices & Business Expenses

All expenses entries with or without a bill can be recorded quickly using a very simple, contractor friendly screens. No accounting jargons.

Online Payroll (RTI Enabled) & Salary Payments

Running payroll, making salary payment and completing RTI is done in seconds from the dashboard. Payslips are available to download and print online.

Dividend Vouchers & Dividend Payments

Dividend calculation are updated by the system automatically after each transaction and the contractor can check exactly how much dividend can be taken and pay him/herself. Dividend vouchers are available to download and print online.

Financial Reporting

Up to date Financials reports including Trial Balance, P&L and Balance sheet can be viewed/printed/downloaded online.

Accentra CIS Pay & Bill solution enables umbrella companies to process the timesheets, invoice the Agencies and pay hundreds of contractors in minutes. Timesheets can be entered by your staff manually or bulk uploaded from spread sheets or submitted online by the contractors.

Use the CIS Module on its own (or) as a sub-module of our feature- rich Umbrella Enterprise Suite. Whichever way you use, you get all the powerful features of the Umbrella Suite making it the most flexible solution in the industry. As you make CIS payments to your contractors & bill the agencies, the system updates all your financials down to the balance sheet at real time.

1. Contractors registered in the system as your suppliers and Contract for Services and Welcome Pack documents automatically generated and emailed.
2. On approval of Timesheets, agency invoices automatically generated and emailed (self-billing supported)
3. Verify your contractors either individually or as a batch
4. Filter contractors based on past verification date and status and Re-verify them quickly.
5. Complete CIS300 Returns online directly from the software
6. Produce Annual Earnings & Expenses statement to assist with Self-Assessment
7. Save hundreds of pounds for your contractors, using online VAT Return under Flat Rate scheme.
8. Set payment terms for the contractors either individually or at Agency level. Select between paying “Only on Cash Receipt” or “On Invoicing” based on the agency.

Accentra Sole Trader and Self Employed Pay & Bill module enables umbrella companies to process the timesheets, invoice the Agencies and pay hundreds of contractors in minutes. Timesheets can be entered by your staff manually or bulk uploaded from spread sheets or submitted online by the contractors. Accentra Sole Trader / Self Employed Pay & Bill suite enables umbrella companies to process the timesheets, invoice the Agencies and pay hundreds of contractors in minutes.

Use the Sole Trader / Self Employed Module on its own (or) as a sub-module of our feature-rich Umbrella Enterprise Suite. Whichever way you use, you get all the powerful features of the Umbrella Suite. As you pay your contractors & bill the agencies, the system updates all your financials down to the balance sheet at real time.

1. Contractors registered in the system as your suppliers and Contract for Services and Welcome Pack documents automatically generated and emailed.
2. Timesheets entered by your staff manually (or) bulk uploaded from spread sheets (or) submitted online by the contractors.
3. On approval of Timesheets, agency invoices are automatically generated and emailed (self-billing supported)
4. On cash receipt, self-bills/remittance advices are auto generatedand contractors paid through the Purchase Ledger
5. Produce Annual Earnings & Expenses statement to assist with Self-Assessment
6. Save hundreds of pounds for your contractors, using online VAT Return under Flat Rate scheme.
7. Set payment terms for the contractors either individually or at Agency level. Select between paying “Only on Cash Receipt” or “On Invoicing” based on the agency.

Empower your contractors with Accentra Mobile Apps and reduce your admin work by more than half. Smart phones have penetrated deeply in to our lives today and even the most techno-phobic person is turning into techno-savvy slowly but surely. If your contractors have shied away from the online portal facility until now, the chances are that most of them cannot resist our Mobile Apps! The apps place the power of online input into their hands and they will find that it takes very little time or effort to use them.

Accentra Mobile Suite is a pack of many tiny apps that interact with the Enterprise Edition back end to accept inputs from your contractors and provide them instant status on their transactions. Available for Android and iOS Phones & Devices.

1. My Profile Manager
   Allows your contractors to maintain and update personal data such as address, bank account details, vehicle details.
2. Mobile Timesheets Manager
   Allows contractors to submit timesheets, view the status and download assignment details. Timesheets can be memorised for submission later or submitted on the fly. Status of the timesheets syncronished at will with the server to know what timesheets have been approved, invoiced and paid.
3. Mobile Expenses Processor
   Allows contractors to claim expenses quickly as they spend money. Receipts can be attached using the camera without leaving the expense entry screen. Multiple expenses can be submitted as a batch or can submitted individually. Status can be tracked by a single tap on the claims.
4. Mobile Payslip Explorer
   Allows the contractors to download the payslips in to their handset. All downloaded payslips get listed with clear indication of the week number, date and year. Downloaded payslips can be printed or emailed.
5. Pay Illustrator
   Allows contractors to resolve pay queries themselves without having to call you every time.

FREE UPGRADE TO RTI COMPLIANT ACCENTRA PAYROLL & SQL FINANCIALS

As you are aware, from April 2013 employers like yourselves must comply with HMRC’s RTI requirements. If your existing software provider has not released an RTI enabled upgrade yet, the chances are that you may not be able to continue to use the software beyond March 2013. The good news is that, we offer a completely FREE upgrade to Accentra Payroll software which has been successfully tested by HMRC for RTI compliance. Some of our clients have already been on the pilot scheme since Nov 2012 and we have successfully completed all the testing.

Switching over to new software has never been easy. Hours and hours of time spent on learning and the prospect of re-keying all the data manually can be intimidating for many. But with Accentra upgrade, you can relax!

• With its familiar interface, you can get up & running, virtually instantly
• The upgrade comes with a built-in data migration tool that will transfer all your existing data smoothly and safely – including all your previous years data!
  If you wish, you can join the RTI scheme as early as 15th Feb 2013 and avoid the hassle of EOY deadlines.

Our offer

• Free upgrade to Accentra Payroll & Financials
• Free data migration services
• We will honor your existing support contracts with any other company
• Fix the support price at current level for 2 more year from the date your contract is due for renewal
• To register your interest, please take a minute to Contact Us with your full company information.