The Digita Practice Assurance Manual - Demo

THE DIGITA PRACTICE ASSURANCE MANUALEFFICIENT SYSTEMS AND CONTROLS FOR YOUR PRACTICE : 

THE DIGITA PRACTICE ASSURANCE MANUALEFFICIENT SYSTEMS AND CONTROLS FOR YOUR PRACTICE This is a slideshow demonstration You don’t need to press any buttons - each new page will automatically appear after a few moments

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The Digita Practice Assurance Manual links seamlessly with your Digita Practice Management software. This means you can create a huge number of client documents that are automatically pre-populated with client information such as: • Client contact details • Client code• Client year end data• Personal tax liabilities and references• Practice contact information• Letter signatories• And more Here’s how… www.swat.co.uk/dpam.aspx 0800 2800 433

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First, select the client for whom you wish to create a document, using your Digita Practice Management software and launch the “Office Document Wizard” www.swat.co.uk/dpam.aspx 0800 2800 433

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This will open the “Office Document Wizard” www.swat.co.uk/dpam.aspx 0800 2800 433

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Proceed through the wizard and select the letter or form required from the huge library available www.swat.co.uk/dpam.aspx 0800 2800 433

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You also have the option to archive this letter / form in your client record within Digita Practice Management www.swat.co.uk/dpam.aspx 0800 2800 433

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You can choose whether to open the document (ready for review and print) or attach the document to an email www.swat.co.uk/dpam.aspx 0800 2800 433

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On completing the wizard, your letter / form is created for you, populated with your client information www.swat.co.uk/dpam.aspx 0800 2800 433

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So, in summary, this is how a typical engagement letter would look, without Digita Practice Assurance Manual… www.swat.co.uk/dpam.aspx 0800 2800 433

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…and this is how the same letter would look, with Digita Practice Assurance Manual… www.swat.co.uk/dpam.aspx 0800 2800 433

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This is what the Digita Practice Assurance Manual does: www.swat.co.uk/dpam.aspx 0800 2800 433

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And if it can do that for one simple letter, just think what it can do with all the other letters and forms that are also included in the manual! The following slides list all the templates, letters and forms included within the manual. For more details and to order your copy: Call 0800 2800 433 or visit www.swat.co.uk/dpam.aspx www.swat.co.uk/dpam.aspx 0800 2800 433

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Office procedures Standard terms of business DPB licensed FSA authorised Not licensed nor authorised Engagement letter (sole trader) New client checklist Letter of authority Letter to previous accountants of a prospective client Letter from client to previous accountants Engagement letter (bookkeeping services) Forward reminder form Perpetual reminder system - input form Perpetual reminder system - register Destruction or archiving of client records form Engagement letter (partnership) Disengagement letter Assignment acceptance form Consultancy project assignment planning form Consultancy project completion questionnaire Standing order mandate Specimen personal guarantee for directors Provision of Services Regulations 2009 Checklist Provision of Services Regulations example disclosures Statement of independence and confidentiality (non-audit) Specimen fixed fee agreement Specimen additional work order Specimen client advice policy Specimen Documentation Page 1 of 10 The following 10 pages lists all the specimen documentation (template letters, forms and checklists) included in the Digita Practice Assurance Manual. www.swat.co.uk/dpam.aspx 0800 2800 433

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Accounts preparation Assignment control sheet T card job control system Letter requesting accounting records Accounting records second request Accounting records third request Budget Records received sheet Accounts file index Accountancy work programme Assignment planning Analytical review summary Completion questionnaire (pre-principal review) Completion questionnaire (final) Accountants’ report and client’s declaration Calling over sheet and typing instructions Client approval letter Permanent file index Background information Details of professional advisors Register of laws and regulations Details of related parties Specimen Documentation Page 2 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Audit exempt companies Engagement letter (limited companies: total exemption ca06) Letter requesting accounting records Accounting records reminder letter Directors’ balance sheet statement Total exemption accountants’ report Total exemption accountants’ report – CCAB version Total exemption accountants’ report - not independent Total exemption accountants’ report – not independent – CCAB version Total exemption accountants’ report with explanatory paragraph Total exemption accountants’ report with explanatory paragraph – CCAB version Assurance accountants report Total exemption file index Risk assessment form Completion questionnaire (pre-principal review) Completion questionnaire (final) Pre-year end letter and questionnaire – full Pre-year end letter and questionnaire – abbreviated Client’s approval letter Engagement letter (limited companies: other services) Critical review of accounts questionnaire Audit exempt company work programme Warning letter re wrongful trading Letter of representation Dormant company engagement letter CA06 Specimen Documentation Page 3 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Management accounts Engagement letter Accountants’ report and client’s declaration Assumptions control sheet Completion questionnaire (pre-principal review) Completion questionnaire (final) Client approval letter Client approval letter - client will not sign accounts Reporting on grant claims Tri-partite engagement letter Standardised terms of engagement (offered as part of the grant conditions instead of a tri-partite engagement Illustrative contents of a report Disclaimer notice for an accountant’s report Authorisation letter (to be signed by the grant recipient) allowing the accountant to give access to his working papers and report on the grant claim Release letter (to be signed by the body requiring access) confirming that the accountant does not owe it a duty of care or responsibility Projections Engagement letter Accountants’ report and client’s declaration Completion questionnaire (pre-principal review) Completion questionnaire (final) Client approval letter - engagement terms agreed Client approval letter - engagement terms included Accountants’ reference Specimen Documentation Page 4 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Personal tax Engagement letter Tax file dividers Personal details Tax return control sheet Tax return listing sheet Assessment control sheet Tax enquiry control sheet FPI engagement letter FPI checklist Tax return information request Tax return information follow-up letter Business tax computation checklist P11D checklist Payroll checklist Tax return completion questionnaire (pre-client approval) Tax return completion questionnaire (final) Tax return approval letter Tax return approval reminder letter Tax return submission letter Tax payment letter to client – January Tax payment letter to client – July Tax credits claim form control sheet Tax credits claim form listing sheet Tax credits claim form information request Tax credits claim form information follow up letter Tax credits claim form completion questionnaire (pre-client approval) Tax credits claim form completion questionnaire (final) Tax credits claim form approval letter Tax credits claim form approval reminder letter Tax credits claim form submission letter Schedule of pre-owned assets enquiry engagement letter Specimen Documentation Page 5 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Corporation tax Self assessment control sheet CT61 control sheet Corporation tax computation checklist CT600 completion questionnaire (pre-client approval) CT600 completion questionnaire (final) CT61 completion questionnaire Accounts and CT600 approval letter - unregulated bodies Accounts and CT600 approval reminder - unregulated bodies CT600 submission letter Corporation tax additional payment letter – estimated CT61 approval letter Value added tax VAT return summary form Quarterly VAT job sheets VAT return control sheet VAT return completion questionnaire VAT return approval letter VAT compliance checklist Specimen Documentation Page 6 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Payroll Payroll permanent information form P46 (CAR) control form New starter/employee information form Payroll control list Payroll changes form Payroll period authorisation form Payroll period completion questionnaire P35 completion questionnaire P35 approval letter – manual submission P11D information request letter P11D information request letter - first and final reminder P11D completion questionnaire P11D approval letter P35 approval letter – electronic submission P35 clients approval and permission declaration – electronic submission Limiting your liability Disclaimer of responsibility letter to lenders for review reports Quality Assurance Practice assurance checklist – acceptable Practice assurance checklist – best Practice assurance compliance review questionnaire Ethical matters Complaint control sheet Complaint form Specimen Documentation Page 7 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Money laundering Annual money laundering compliance review Identification flowchart Identification – individuals Identification – companies Identification – charities and places of worship Identification – clubs and societies Identification – pension scheme Identification – trusts Identification – professional firms Identification – partnerships and unincorporated businesses Identification – remote or overseas clients Identification – FSA authorised firms Identification – government departments, council or other local authority etc. Know your client form – individual Know your client form – business Money laundering awareness form Internal report of suspicion – standard Internal report of suspicion – LIV Acknowledgement by MLRO – consent required Acknowledgement by MLRO – consent not required Outcome report by MLRO Suggested money laundering clauses for engagement letters Example policies Specimen Documentation Page 8 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Maintaining and ensuring compliance Competence guidelines form Recruitment profile Application form Letter of reference Induction programme Subcontractor agreement Outline employment contract Appraisal form Training needs assessment form CPD summary Principal performance review Equal opportunities questionnaire IT risks IT compliance checklist IT policy and procedures Software license register Hardware asset register Client money regulations Letter to bank regarding new client account Letter to bank regarding existing client account Annual client money compliance review Client money regulations Receipt of client money ID checklist Specimen Documentation Page 9 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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Surviving the recession and other good practice management tips Specimen paragraphs to go on invoices Debtors letter 1 - two days before due date Debtors letter 2 - due date plus seven days Debtors letter 3 - to be sent seven days after letter 2 Debtors letter 4 - to be sent seven days after letter 3 Specimen letter to clients following the introduction of the discount scheme Specimen invoice showing discount scheme and interest Specimen request for payment showing discount scheme and interest Specimen sack your client letter Client care questionnaire Action sheet Client questionnaire Recession checklist Promoting and developing the practice Client services checklist Client questionnaire Action sheet Completion questionnaire (services provided) Specimen client health check Specimen direct mail letter Practice promotion planner Direct mail checklist Strategic planning Client assessment form Example checklist for setting standards and targets Specimen Documentation Page 10 of 10 www.swat.co.uk/dpam.aspx 0800 2800 433

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The Digita Practice Assurance Manual For more details and to order your copy: Call 0800 2800 433 or visit www.swat.co.uk/dpam.aspx www.swat.co.uk/dpam.aspx 0800 2800 433