SETUP
This sheet is used to setup the
T1 model. The first step below describes how to setup a trusted folder. You will
not be able to run the programs in the model until you have completed this
step. T1
programs will only work in business models that are saved inside a trusted
folder
After you have opened the model
in the trusted location, you will be able to view it properly, test the
features and decide whether it’s suitable for your business
1.
Decide upon a
suitable folder name and location for your live business model and then create
the folder in your chosen location
2.
Open a new blank
workbook in Excel and then click File > Options > Trust Center > Trust Center Settings
> Trusted Locations
3.
Click Add new
location
4.
Tick the checkbox
‘Subfolders of this location are also trusted’
5.
Click Browse and
locate the folder that you created in step 1 above, select the folder and then
click OK four times to complete the setup process
6.
Now go to www.trumbles.com and download the latest T1 model
by clicking on the ‘T1 Desktop Version’ button located near the bottom of the
homepage
7.
Move the download
file from your Downloads folder into your trusted folder
8.
Rename the file to
a suitable name for your business i.e. Company Name – T1 Live Accounts
You will now be able to open the
model in its trusted folder and run the programs by clicking the buttons
located at the top of the sheets inside the business model
T1 Familiarisation
You are now advised to
familiarise yourself with the T1 business model in order to decide whether its
suitable for your business. Go to each sheet in turn, view the demonstration
data and click the different program buttons to see what they do. Any program that
changes data will tell you what it’s going to do and ask you to confirm before
proceeding, thus allowing you to backout if needed.
Try submitting a few records in
the SubRecs sheet. Generate an invoice in the Invoice sheet. Go to the PayRecs
sheet, click the GenerateT1AccountsWorkbook button and review the document that
this program creates
If you wish to proceed after you
have reviewed the model and would like to setup and activate the model for your
own business, then continue to the next step
Request Activation Key
Enter your Company Name into cell
D8 and your Requester Name into cell D16 in the Setup sheet
Click the Request Activation Key
button in the Setup sheet and follow the instructions. The program generates a
request form on your desktop with appropriate information already filled in.
You will be asked to email the completed form to Trumbles Limited at: t1requests@trumbles.com
After your form has been
received, Trumbles Limited will generate a PayPal payment request which will be
emailed to you
After payment has been received,
you will receive an email containing your activation key. You can then proceed
to Setup T1 below
The Setup T1
program removes all demonstration records and generates a blank model for your
business
1.
Go to the Setup sheet
2.
Enter your Activation Key in cell
J4
3.
Fill in your Business Accounting Start
Date in cell D12
4.
If your business is registered for VAT, fill in
your VAT Accounting Start Date in cell G8 and select your VAT Quarter 1 End
Date from the drop-down selector in cell G12
5.
Click Setup T1
For VAT registered businesses, your VAT Accounting Start Date and VAT
Quarter 1 End Date are provided by HMRC. You can find these dates on your VAT
Certificate. If your business becomes VAT registered at a later date, you can
leave the field blank at setup and fill it in later when needed
Set Folders
This program sets up the default
folder locations for the T1 Live Save and T1 Backup Save buttons in the SubRecs
sheet
1.
You will have
already created a folder for your live T1 model when you setup the trusted
folder. You must now create another subdirectory to contain backup copies of
your T1 model. This can be a cloud drive (i.e. One Drive or Google Drive), a
networked drive or a USB connected storage drive
2.
After you’ve created
a suitable backup folder open the model and go to the Setup sheet. Click Set
Folders and then follow the instructions. The live location MUST be set to the
same location as your trusted folder.
This program can be rerun at any
time if required
This
program allows you to change the currency symbol used in the model. The default
setting is Pound £
If
you need to change the setting, go to the selector in cell J16 and choose from
the options available (Pound £, Euro €, Dollar $ or None) before clicking the
Set Currency button
This
program can be rerun at any time if required
Setup Invoice Alert Days
These settings enable you to set
the number of alert days for outstanding sales invoice payments. Invoice
records in the InvRecs sheet will highlight yellow, amber or red after the set
day periods have elapsed
Locate the default Alert Day settings (30 days yellow, 60 days amber
and 90 days red) in green coloured cells G17, H17 and I17. You can either
accept the default settings or overtype them as preferred
These parameters can be changed at any time as required
Setup New
Transaction Types
There are numerous transaction
types available for you to use which should cover most business requirements.
If you need additional transaction types, spares are available in the green
coloured cells in column C. You can add new types at any time by overtyping
these spare cells. Any changes you make will automatically pass into all
drop-down selectors and reports throughout the model
You will be required to start any
new transaction type with either S- (Sales), X- (Expenses), I-(Other Money
In) or O-(Other Money Out)
If you add any new capital
expenditure types, you should prefix them with X-CPX- so that they
appear correctly in all tables and reports
Setup Payment Record Defaults
By
default, the Submit Records program sets the status of all sales payment
records to NotPaid and sets the status for all expense records to PaidOK. These
defaults are set based on the assumption that most sales records are paid after
the record has been submitted, whereas most expense records are paid on the
transaction date entered when the record was submitted. Payment dates for
expenses are set to match the transaction date you enter when you submit
records
If
these defaults do not meet the requirements of your business, you can change
them using the drop-down selectors in the Setup sheet (cells J8 & J12). You
can also change dates and amounts for individual payment records inside the
Payment Records table as required
You
can submit expense records with future dates (i.e. for ongoing direct debits)
and if you do, their status will initially be set to FuturePayment. The status
for these records will auto-update to PaidOK after you click ReCalculate
Payment Records inside the PayRecs sheet when the payment date is in the past
If
you are using the invoicing features of this model and Sales default settings
are set to NotPaid, you will need to update Payment Records individually as
payments are received. For further information, see Help in the Payment Records
sheet
Lock Settings
Setup Invoice
Template
You
are now advised to go to the Invoice sheet and setup the Invoice template by
following the steps below:
1.
Click Generate Invoice and review
the example invoice that appears on your desktop
2.
Click the Restore Defaults button
to restore the template to its original setup state including explanatory text
3.
Overtype the template fields with
your own company and bank details as appropriate
4.
Make any further changes as
needed
5.
Click Generate Invoice and then
open, print and review the example invoice that appears on your desktop
You can review your Invoice
template at any time by clicking Generate Invoice
You can format background cell
colours and fonts if you wish or simply overtype the fields and use the default
formats provided
Green coloured cells are
unprotected and can be overwritten and/or reformatted as required
Green background colours will not
print and will appear as plain white on your invoice. If you change the
background colour from green to another colour, the new colour will print
The contents of white cells
cannot be changed but you can still change background colours and fonts in
these cells if you wish
Company name, address, overall
invoice description and amounts appear automatically after you’ve selected the
required Invoice Number in cell E10
Cells are available for you to
enter information on an invoice-by-invoice basis. Any information entered in
these cells will be cleared down after the invoice is printed. Two of these are
located immediately above and below the address fields (cells D22, D30) and can
be used to enter ‘For the attention of’ details and other address specific
information. The remainder are provided immediately below the overall
description and amount fields (rows 41-49) and can be used to provide cost
breakdown information
You can also change the default text
‘This invoice is due for payment within 30 days from the date of issue’ in
cells D50:D55 at any time. Whatever you type here becomes the new default. If
you change this text as a one off for a specific client, you must remember to
change it back immediately after you’ve generated the invoice
The Invoice template can be
amended at any time as required
You can replace the
Company Header Title (row 14) with a company picture or logo (png or jpg) by
clicking the Setup Logo button which performs the following steps:
·
Removes any logos and re-instates
the default Company Header Title in row 14
·
Offers you the opportunity to
vary the height of row 14
·
Asks you if you want to insert a
picture and if you do, it adjusts the size to fill the chosen height whilst
maintaining the aspect ratio
The Setup Picture or Logo program
can be re-run at any time as required
Restore
Defaults
You
can restore the default Invoice Template by clicking the Restore Defaults
button at any time
T1 Protection &
Security
The T1 model generates an
unencrypted unprotected macro-free workbook using the Generate T1Accountants
Workbook button in the PayRecs sheet. You may wish to encrypt this workbook
before sending it to your accountant. You can do this by opening the workbook
and selecting File > Info > Protect Workbook > Encrypt with password
You can also encrypt your T1
model, however great care must be exercised when using this option. If you lose
or forget the password, it cannot be recovered and you will not be able to open
your T1 model again. If your PC or laptop is secure you may prefer to keep your
live T1 model unencrypted
All
input cells are highlighted green. All other cells are locked and protected.
There are three unprotected spare sheets available for you to use as required
A
Lock Records program is available to use in the PayRecs sheet. This feature can
be used to help prevent accidental changes being made to records
that have already been filed