How Do I Share My Contacts With Other Exchange Users?
Share your Contacts or share other Exchange users’ Contacts by sending a “Share my Contacts folder” invitation email from your Contacts menu in Outlook.
When sharing your Contacts with other Exchange users, the recipient of the share invitation email you send must be selected from the TO field and from there your Global Address List or your Mailbox Address List to ensure that the Exchange mailbox and Active Directory user are properly identified.
DO NOT type the email address manually or select it from the cached dropdown list as the Exchange user might not be properly identify, in which case the share invitation will fail.
How Do I Deal With Spam?
On-Demand Quarantine Email Report You can now request a quarantine email report on-demand by sending an email to the dedicated email address [email protected]. The email needn’t have a subject or message content and should have no other recipients. The report will list spam and possible spam emails received in the current day. It won’t affect the scheduled reports (see below).
Spam Learner If you receive spam emails that are not being quarantined, you can help us learn from this by forwarding these emails to the dedicated email address [email protected], which will update our database with details from the original emails. Note that it will not blacklist the sender. Blacklisting a sender is not recommended because spammers often forge this value.
Reminder: Quarantine Email Report You will know that you receive scheduled emails from Prelude Reporter entitled “Summary Email Report” that contain a list of spam and possible spam emails sent to your email address, your aliases (if any) and distribution lists (if any) that were intercepted since the previous scheduled email. Use the links in the report to view and restore emails that have been wrongly identified as spam or possible spam.
From Click to launch a new outgoing email to this sender in your local email client.
Subject Click to view the message on our AntiSpam server, from which you can add the domain or email address to your white list and restore the individual email. Restore Click to receive the individual email, which should arrive in your inbox shortly after.
Note that adding domains and individual email addresses to your white list will make it less likely that future emails received from those domains and email addresses will be quarantined, but it can’t guarantee this because the software uses many factors to evaluate the spam score.
Why am I receiving a lot of spam emails?
On our platform, we have set the anti-spam policy at a level whereby most obvious spam emails are blocked but, importantly, all genuine emails are allowed. The cost of the latter is that some spam emails are not blocked.
On a managed platform such as ours, if we were to increase the anti-spam policy levels, some genuine incoming emails might be blocked and it would be very difficult for you to retrieve them or even be aware that they have been blocked.
Instead, you can set your own “Rules and Alerts” from the Tools menu in Outlook.
Outlook Query Builder Fields Are Greyed Out – What Should I Do?
Outlook Query Builder uses Windows Desktop Search (WDS), which is a component of the Windows operating system rather than of Outlook or Exchange Server.
WDS is enabled by default on Windows PC operating systems but it is disabled by default on Windows Server operating systems.
This is because WDS has potential to use a lot of memory and disk space, which will have a detrimental effect on the performance of the host machine.
On a single-user PC this effect can be acceptable to the individual user and, if it isn’t acceptable, the user can disable WDS at will.
On a multi-user server environment, the detrimental effect can be severe and will affect the experience of all users. Such a problem would be likely to occur frequently and could be fixed only when all users are logged off and the server rebooted.
Therefore, to ensure the best experience for all our customers, on our Desktop platform WDS remains disabled and Outlook Query Builder cannot be used.
Instead you can use the Advanced Find facility. From the Outlook menu, select Tools > Instant Search > Advanced Find or press Ctrl-Shift-F, then build your search in the Advanced Find form.
How Do I Set Up Additional Email Accounts?
In Outlook click on File then Account Settings.
Click on the Data Files tab first.
If there is an Outlook data file listed then fine, else click on Add to create one. This file is a requirement from Outlook 2010 onwards.
Click on the E-mail tab
Click on New
Then select Manually configure (as above) then click Next>
The default should be as above – if not select the Internet E-mail option then click on Next>
Enter Your Name, E-mail Address, Account type is POP3, enter Incoming mail server and Outgoing mail server details – you may need to find out what these are from your network administrator.
Prelude has processes in place where the Web Server authenicates the email address.
The logon information is not really important as these relate to the incoming server and you are only wishing to add accounts to send emails – so anything can be entered.
Untick the Test Account Settings box as it’s not needed then click on Browse to locate the outlook data file.
The file name will then be included in the box. Now click on More Settings.
Add a short title to Mail Account box, enter organisation name then enter Reply E-mail address – this MUST be the same as the email address entered in Add new account – above – spam test.
Click on the Outgoing Server tab.
Tick the My outgoing server (SMTP) requires authentication checkbox.
Select the Log on using radio button and enter User Name and Password – tick Remember password checkbox.
Click on the Advanced tab.
The server port numbers should be ok as they are.
Untick the Leave a copy of messages on the server checkbox then click on OK.
The account is now set up.
Going back to the Accounts Settings form you can change the folder to which messages go.
Click on Change Folder opens up-
Click on New Folder – give it an appropriate name and save it then click on OK.
Finally –
Open Send/Receive tab, click on Send/Receive Groups and Define Send/Receive Groups.
Click on Edit
For each of the additional accounts you have set up – that you don’t wish to receive emails untick the Receive mail items checkbox then click OK.
How Do I Change The Default Email Message On Statements Etc?
Purpose: It is now common practice to use email to deliver and receive standard business documents – e.g. invoices, credit notes, order acknowledgements, customer statements etc. Your Prelude Desktop product allows you to automatically email specific documents to customers and suppliers as well as print any documents to standard format files which you can then attach to an email.
Preparation – Message Body With no further configuration, your product will now automatically email your chosen documents to your chosen customers with a generic preset message in the body of the email. You may wish to include your own generic message in the email body and your software allows you to do this. This requires some maintenance but can be a useful marketing tool. The message can be specific within each system company and can be either HTM or simple text format. Prepare your desired message and save as a file named EBODY.HTM (for HTM format) or EBODY.TXT (for simple text format). For company-specific messages, save this file to \Root Directory\Data.0xx (where xx is the company number) – all emails from this company will contain the EBODY.~ file contents in their message bodies. For system-generic messages, save this file to \Root Directory – emails from all companies will contain the EBODY.~ file contents in their message bodies (except any companies with their own EBODY.~ file) The system uses the following order to detect an email message body file. It applies the first it finds and if none are found, the generic preset message is used: \Root Directory\Data.0xx\EBODY.HTM \Root Directory\Data.0xx\EBODY.TXT \Root Directory\EBODY.HTM \Root Directory\EBODY.TXT
How Do I Reconcile My VAT Return?
The reconciliation depends on which VAT scheme you use, so we will look at each one in turn.
Standard invoice based accounting scheme The balance on your VAT control account at the end of the VAT period should be the same as the balance to be paid or refunded on your VAT return.
You can claim inputs dated within the VAT quarter so you may wish to claim these from late arriving invoices that were too late to be included in the return. This will be an element of the reconciliation for the current quarter and the next, as they will be included in the VAT return but will have been claimed on the previous.
If you have differences which need to be investigated run the input/output report and compare that to the transaction listing – maybe there is a misdated transaction or a VAT coding error.
Cash based accounting scheme The basis of this return is VATable items, cash book receipts and payments that are matched in the VAT period, with the exception of purchases from the EC which are to be included as if they were in the standard invoicing scheme i.e. dated in the VAT quarter. Note that these do not affect the VAT amount of the return. Cash received or paid not allocated to customers or suppliers (unallocated cash) is also included.
To reconcile the balance, identify the VAT element of sales and purchase invoices still outstanding or partially outstanding at the end of the VAT period (i.e. not yet matched) (aged Debtor and Aged Creditor reports in Prelude give this) + the balance on the VAT return. Note that you will need to adjust for VAT included in Unallocated Cash. Check for differences in the same way as the invoicing scheme.
Flat rate scheme This scheme is based on a flat rate percentage being applied to the outputs including VAT whereas the invoices are raised at the standard rate. Inputs (with exceptions) are ignored for the VAT return.
Differences to be reconciled may be because of inputs wrongly coded but the differences due to the scheme operation will be written off to profit by the software, and should be clear. Check for differences in the same way as the invoicing scheme.
Margin Schemes Providing transactions are coded correctly the balance at the end of the VAT period should agree to the VAT control account. Separate VAT codes are recommended for margin elements and non-margin elements. Check for differences in the same way as the invoicing scheme.
Retail Schemes When required these will be included.
Reverse charges Should have no impact on the reconciliation, but be aware of them.
How Do I Import A Bank Statement?
Purpose: To save time and reduce errors. Note: this is only a guide and you may have to adapt it to suit the various banks formats.
Preparation:
Ensure opening bank balance on statement agrees with opening balance on Bank Reconciliation – if different identify differences and post to ledgers until difference = nil.
Download bank statement from bank as csv or excel (if excel you will need to save it as a csv when you finish working with it before importing.
Have aged debtors list, remittances, aged creditors and nominal code list to hand plus anything else you may need.
Processing:
Open the CSV/Excel file – this is a Lloyds format
Columns C, D and H can be ignored – in Column I use ‘=If( F2>0, F2*-1,G2)’ and auto fill down then copy and paste special Column I into Column J. In a preformed spreadsheet
where I2 contains the formula
Copy and paste the bank export into columns A to H and copy the formula in I down and copy & paste special into J. You will then need to identify all of the items – by ledger and account – and calculate the VAT where appropriate.
In the import file – first time only the columns will be Date (A) = 1 Bank (K) = 11 Description (E) = 5 Reference (B) = 2 Ledger (L) = 12 Account (M) =13 VAT Code (N) =14 Gross Amount(J) = 10 VAT Amount (0) = 15 Whilst this may seem onerous – once set up it will only take a couple of minutes to copy the exported file into the template spreadsheet and do the autofill and copying – what will take time (whatever way you do it) will be the columns L to O.
How Do I Process a CIS Deduction?
Paying a Subcontractor with a CIS (Construction Industry Scheme) Deduction.
Create a new Nominal Ledger Balance Sheet account called CIS as shown below.
Post the payment as normal – Nominal Payment which will be for the full amount (including CIS Deduction) to subcontract labour Nominal code, e.g. PU02. If the subcontractor is not registered for VAT, then use VAT Code N. This will now have overstated the amount paid to the subcontractor, so the next step is to post a Nominal Receipt to e.g. CL08 for the tax deducted – ensure you use the same reference and date in order to match them on the bank reconciliation.
If you process a subcontractor’s invoice through the purchase ledger then post the invoice in full coding the VAT either as standard (If VAT shown) or as VAT Code N (if no VAT). Depending on the Subcontractor’s status raise a credit note for the CIS deduction due and post the amount or CIS Deductions due – e.g. CL08.
Use the subcontractor’s UTR/CIS number as a reference.
Can I Use Prelude As An Auto Trader?
You need to be aware of the VAT implications for the margin scheme for buying and selling used cars. read up ALL the VAT notices – the notes below are only a guidance.
New cars include VAT on all accessories as well as the car itself. There is no VAT chargeable on finance charges, road fund licenses or grants towards electric cars.
Second hand cars purchased include VAT – irrespective of whether you raise a VAT invoice or not. The costs of refurbishing, repairing, valeting etc are not to be included in the costs. You can, however, reclaim VAT back on purchases of spares at the time of purchase .
Second hand cars are to be held in a book stock. The Prelude product system will allow this but there will ever be only one transaction in and out.
The sales of the vehicles will be included in the VAT return as sales and output tax and the part exchanges and purchases of second hand cars as an offset of sales and input tax. – seeFAQ – VAT Margin Scheme.
Feel free to contact Prelude Software Ltd for guidance on how to operate the scheme within the software.
How Do I Post Opening Balances?
Before you commence any data entry, it is vital that you give due consideration to the following, and then choose one of the suggested methods that best suits your situation.
Points to consider How much information do you need to transfer from the existing system and do you intend to continue to use the existing system in parallel until it is fully matched. This will determine the next step in the treatment of opening balances. There are three scenarios – Transfer just the opening balances at a point in time. – Transfer all outstanding transactions to allow queries to be dealt with and to produce detailed statements for customers. – Transfer a quantity of history to enable the existing system to be shelved.
Nominal Ledger Opening Balances only All opening balances should be posted as journals, found in Adjustments>Accounting Adjustments>Standard Journals. Before using one of the suggested methods, first ensure the following: – The nominal ledger structure and control accounts are set to your requirements. – All nominal ledger accounts have been created. – Check whether the bank balances agree to those on the bank statement – and whether any outstanding items will affect the opening balances e.g. Items on the statement not yet posted.
Method 1 (Ideal scenario). It’s the start of a new financial year and you have a full trial balance and list of debtors and creditors. Important: Use the first day of the new financial year as the accounting date throughout the posting of the opening balance – See Set Accounting Date. Post opening sales ledger balances to the individual customer accounts in the sales ledger either as individual Invoices – Post the gross amount as VAT code N and code the nominal to XXXX – Suspense account or alternatively just post 1 Invoice for the total amount outstanding – with narrative as ‘Opening Balance’ and again post the gross amount to suspense . In the same way post opening purchase ledger balances to the individual supplier accounts in the purchase ledger, either as individual Invoices or alternatively just post 1 Invoice for the total amount outstanding and analyse each entry to the nominal ledger suspense account XXXX. Finally, post the nominal ledger opening balances from the trial balance, but do not post the total debtors & creditors balances to the control accounts, instead, post them to the suspense account. This is because these entries have already been made automatically by virtue of posting the opening sales and purchase ledger balances. The suspense account balance should now be zero. Always keep printouts of opening debtors, creditors and trial balance.
Method 2 You have a full trial balance and a list of debtors and creditors but it is not at the start of a new financial year. Follow the procedures in Method 1 but use the first convenient day to date the opening balances.
Method 3 It’s the start of a new financial year and you have a list of debtors, creditors, reconciled cash book balances, V.A.T., etc.but a full trial balance is not yet available. Post sales and purchase ledger balances as described in Method 1, and journal opening bank and V.A.T. balance, posting the total of the remaining nominal ledger balances to the suspense account. If, at a later time, you can obtain a full opening trial balance, you can post the remaining nominal ledger balances, the balances already entered should be posted to the suspense account. The accumulated totals to date should now be correct and the suspense account balance zero. When you receive the opening trial balance, remember to first check that the stated debtors, creditors, bank, V.A.T. and any other balances, agree with those you actually entered as opening balances. If they do not, find out why and make the necessary adjustments. If you do not, then the suspense account balance will not return to zero and your accounts will not be correct. If you do not have opening balances when you wish to start using Prelude raise invoices etc and post – you will be able to enter your opening balances later (see Method 1 above)- but when you do ensure you use dates prior to the first entries you made.
