TaxkeepApp - www.rossmartin.co.uk

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Download the Apps!

Apps

The idea behind these Apps are that most of our clients cannot use spreadsheets, they may have limited ability to use a PC. However, if they have a mobile phone most can add contact details.

If you can add contact details on a phone, you can probably use these Apps.

The Apps are available to re-sale: it will have your branding (not the RossMartin one!) and will be available for you (password protected) to distribute to your clients.

Subscribers to www.rossmartin.co.uk:

Download the TaxkeepApp Here
Download the GiftAidApp Here

Setting up

App user manual: Android

1. Security setting

In order to download the App you need to make sure that your security settings on your Android device will allow it. Go to:

Options > Security > Unknown sources

Scroll down until you see 'Allow installation of apps from unknown sources.' Enable to allow this.

This will flag up a warning message. Press OK. We will disable this as soon as the App is installed.

2. Download

On your Android phone or device, open up your internet browser and navigate to this very page.

Download the App from here: TaxkeepApp Download

Once downloaded the App will go into your Downloads folder.

If it does not automatically give you the option of installing, navigate to your Downloads (this will normally be on the same screen as you apps, docs etc.).

Click on the TaxkeepApp to download. It will say "Do you want to install this application? It will get access to:

Take pictures
Modify, delete or read the contents of your SD card.

Select INSTALL

When it says 'App installed'

Select OPEN

The App will ask you to wait while it sets up (a couple of seconds).

3. Change back your security settings

At this point you can leave the App open but go back to yoSettings > Security and then untick Allow installation of apps from unknown sources.

4. Set-up the App

Go back to the App and complete the setup

App screens	Instructions
	First click on Setup

	Add your details including your accountant's or bookkeeper's email address

	Press SAVE when done

	You are now able to start keeping records for tax on the go.
	To record income you chose from the top menu/ You have two choices: Sales or Other income. Sales is to record sales or work done. Other income allows you to record: Rental income Interest (or investment income) Other income You could use 'Other' for the sale of an asset or an insurance claim receipt any other form of income/cash received that you want to record.

	To record a sale select Sales from the top menu and then chose which type of sale to record. You have the option of recording your sales as: Cash: deposit received or payment received on account of an invoiced job Account: amount received for invoiced work Cash: cash received (not invoiced) You can add what you like to the Notes e.g. the customer name or your invoice reference. Save when done.

	Press Return to go back to the main screen

	Entering expenses follows the same sequence, except that you have different options for the different types of expense that you are recording. Expense categories are set out to agree to the key headings for your tax reporting.

	If you chose to enter a 'Direct cost' this is sub-categorised in to: Puchases- Goods for re-sale Tools Other purchases

	You enter the details: Details: you can add the supplier name, amount and any notes you want to make. For example this could give the details of who you are reselling to, if the purchase is for a customer. You may also photograph your receipt, alternatively you may simply file the receipt. Save when done.

	Press Return to go back to the main screen

	From the main screen you can view Totals: View Income View Expenses View Total (income and expenses) Email Excel: this emails a copy to you and your accountants. Clear File: this allows you to clear your spreadsheets. Setup: this allows you to change any details such as email.

	View total: you can view your spreadsheet of income and expenses

Guided Tour

This tour shows the main features of the App, from screen to screen.

The idea behind this App is that most of our clients cannot use spreadsheets, they may have limited ability to use a PC. If they have a phone most can add contact details.

If you can add contact details on a phone, you can probably use this App.

The App is available to re-sale: it will have your branding (not the RossMartin one!) and will be available for you (password protected) to distribute to your clients.

Having downloaded the App, with the assistance of your accountant, from their Team area on the www.rossmartin.co.up website you start with the set-up screen.

Read on...

App screens

Instructions

First click on Setup

------------------------------------------------------------------------------------------

Add your details

including your accountant's or bookkeeper's email address

---------------------------------------------------------------------------------------

Press SAVE when done

--------------------------------------------------------------------------------------

You are now able to start keeping records for tax on the go.

--------------------------------------------------------------------------------------------

To record income you chose from the top menu/ You have two choices:

Sales or Other income.

Sales is to record sales or work done.

Other income allows you to record:

Rental income
Interest (or investment income)
Other income

You could use 'Other' for the sale of an asset or an insurance claim receipt any other form of income/cash received that you want to record.

-----------------------------------------------------------------------------------------

To record a sale select Sales from the top menu and then chose which type of sale to record.

You have the option of recording your sales as:

Cash received or
Work done (if you work on an hourly rate) or
Work done if you work on a fixed price

You can add what you like to the Notes e.g. the customer name or your invoice reference.

Save when done.

-------------------------------------------------------------------------------------------

Press Return to go back to the main screen

---------------------------------------------------------------------------------------

Entering expenses follows the same sequence, except that you have different options for the different types of expense that you are recording.

Expense categories are set out to agree to the key headings for your tax reporting.

---------------------------------------------------------------------------------------

If you chose to enter a 'Direct cost' this is sub-categorised in to:

Purchases- Goods for re-sale

Tools

Other purchases

----------------------------------------------------------------------------------------

You enter the details:

Details: you can add the supplier name, amount and any notes you want to make. For example this could give the details of who you are reselling to, if the purchase is for a customer.

You may also photograph your receipt, alternatively you may simply file the receipt.

Save when done.

----------------------------------------------------------------------------------------

Press Return to go back to the main screen

--------------------------------------------------------------------------------------

From the main screen you can view Totals:

View Income
View Expenses
View Total (income and expenses)

You can also:

Email Excel: this emails a copy to you and your accountants.
Clear File: this allows you to clear your spreadsheets.
Setup: this allows you to change any details such as email.

---------------------------------------------------------------------------------------

View Total Income

Total £575

This is stored as a spreadsheet on your phone: all ready to email to your accountant (and send a copy to yourself).

No.	Date	Detail	Credit/debit	Income Total	Category	Sub-category	Details
1	10/05/2017	M Jones	C	300	Invoiced		Wall for No.10
3	10/05/2017	Jo	C	45	Invoiced		Doorstep repair
6	11/05/2017	Tom Jones	C	230	Invoiced		Workshop roof

View Total Expenses

Total £544.45

This is stored as a spreadsheet on your phone: all ready to email to your accountant (and send a copy to yourself).

No.	Date	Detail	Credit/debit	Expense total	Category	Sub-category	Details
2	10/05/2017	Jewson	D	100.89	Direct costs	Purchases for re-sale	Materials for Mick
4	10/05/2017	petrol	D	10	Motor	Fuel	Van
5	10/05/2017	Chris	D	12	Direct costs	Purchases for re-sale	Drillbit
7	11/05/2017	travel Excel	D	45.56	Travel	Tickets/fares	Train to show
8	11/05/2017	dont know	D	23	Sundry	Unknown	Petfood for dog
9	11/05/2017	train	D	20	Travel	Tickets/fares	Birdge toll
10	11/05/2017	j bkoggs	D	200	Direct costs	Tools	Tools
11	05/05/2017	Vet Bill	D	133	Drawings	Personal spend	Dog

Total Income and Expenses: email

Dear [name]

'Please find attached my TaxkeepApp Income + Expenses spreadsheets, with an attached ZIP file of expense photos.'

Attachments:

YYMMDDClientname.xls

YYMMDDClientPhotos.zip

Email your bookkeeping to your accountant.

Your entries are saved as a spreadsheet.

Photos (if you take any) are zipped

No.	Date	Detail	Credit/debit	Expense total	Income Total	Category	Sub-category	Details
1	10/05/2017	M Jones	C	-	300	Invoiced		Wall for No.10
2	10/05/2017	Jewson	D	100.89	-	Direct costs	Purchases for re-sale	Materials for Mick
3	10/05/2017	Jo	C	-	45	Invoiced		Doorstep repair
4	10/05/2017	petrol	D	10	-	Motor	Fuel	Van
5	10/05/2017	Chris	C	12	-	Direct costs	Purchases for re-sale	Drillbit
6	11/05/2017	Tom Jones	C	-	230	Invoiced		Workshop roof
7	11/05/2017	travel Excel	D	45.56	-	Travel	Tickets/fares	Train to show
8	11/05/2017	dont know	D	23	-	Sundry	Unknown	Petfood for dog
9	11/05/2017	train	D	20	-	Travel	Tickets/fares	Birdge toll
10	11/05/2017	j bkoggs	C	200	-	Direct costs	Tools	Tools
11	05/05/2017	Vet Bill	D	133	-	Drawings	Personal spend	Dog

The spreadsheet opens in Excel or sheets, or any other spreadsheet application.

The idea being that the accountant/bookkeeper can review and add to the sheet as required, and if necessary sort the data into a TB for transfer into any main accounting package.

Your client can of course add entried from their own pc, however this App is designed for clients who cannot use PCs or sprea