Quick answer
AllDone reads the reports your clients' software already produces: you do not need to build summaries for it. Export the source reports listed in the three export lists below, as Excel where the software offers it, for the company's full accounting year, and run anything "as at" on the year-end date. Your own working papers are not needed in the client record slots.
When you meet this
Before Records intake & agreement, when you or your assistant put the year-end pack together. The same advice appears under each slot on the Files screen, in Why AllDone needs this.
The three export lists
Xero, QuickBooks Online and Sage: the accounting reports: trial balance, general ledger, profit and loss, balance sheet, aged reports, fixed assets, VAT and bank reconciliations.
Payroll, HMRC and CIS: P32, P11 and payroll summaries from BrightPay, Paycircle, Xero Payroll and others, the HMRC online account pages, and CIS returns.
Bank, card, loan and other client records: statements, reconciliations, loan and HP schedules, stock, dividends, pensions and directors' loans.
What "Read" and "Being proven" mean
Each list marks every report one of two ways.
Read: AllDone reads this report's layout directly, and the layout is locked by AllDone's tests on copies of the real report.
Being proven: AllDone accepts the report and tries to read it, but we are still collecting real examples of the layout. If AllDone cannot read it by the rules, the file waits on the Read and confirm page for you to check what AllDone proposes. It is never refused for being unfamiliar.
A report not on any list is handled the same way as "Being proven".
Rules for every export
Excel first. Where the software offers Excel or CSV, use it. The trial balance, general ledger, profit and loss, balance sheet, fixed asset and prepayment / accrual slots take spreadsheets only. PDF works for the aged reports, statements and payroll prints.
The company's accounting year, not the tax year. Payroll, VAT and CIS documents must cover the months of the accounting year. A non-March year end needs months from two tax years; the coverage meter under each monthly slot names any months still to come.
As at the year end. Run the aged reports, the balance sheet and the bank reconciliation as at the year-end date, not today. The after-the-year-end slots are the exception.
Comparatives on. Export the trial balance, profit and loss and balance sheet with the comparative column where the software offers it.
No passwords. Remove password protection first. A password-protected Excel file is refused at upload with a message saying it may be password-protected. A password-protected PDF uploads but cannot be read: its card says the PDF is password-protected and asks for an unlocked copy.
One company per file. A spreadsheet headed with another company's name is not added. If it really is the right file (a trading name, say), choose This is the right file - upload it anyway.
25 MB per file. Split a larger pack into months.
What not to upload
These are your firm's own working papers. AllDone does the work they hold itself, so the upload says it does not need the file and asks you to remove it:
a VAT reconciliation working paper (AllDone reconciles the VAT from the returns and the ledger);
a PAYE reconciliation working paper (AllDone reconciles PAYE from the P32s, the payroll records and the ledger);
a payroll summary arranged by tax year, with no employees or months (AllDone checks the payroll month by month and employee by employee from the payroll software's own reports).
Also keep these out of the client record slots:
an RTI EPS or the P60s: neither has a slot;
the HMRC annual statement or payments history in the P32 or P11 slot: they belong in HMRC PAYE statement of account;
a ledger listing or account-transactions export in place of a statement: a bank or director's loan balance is evidenced by the bank's or the director's statement, not by the books.
Your lead schedules and last year's working papers are welcome in Prior period lead schedules / working papers, and anything else in a section's Other slot.
If something looks wrong
A file sits on the Read and confirm page. Open it, check the figures AllDone proposes, and approve or correct them.
The upload names a different report. Re-export the report the message names. The Xero general ledger slot, for example, asks for General Ledger Detail rather than Account Transactions.
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