Data requests
Acting Office is meticulously designed to empower your business with streamlined processes and enhanced functionalities. It is a user-friendly way of getting information from customers. From initiating data requests effortlessly to facilitating receipt of employee information seamlessly, every feature is crafted to optimise productivity.
Three broader kinds of data requests can be created through Acting Office, namely data requests for sharing different details, bank statements and employee information.
A. Creation of data requests
To initiate a data request, click on the designated icon or use the shortcut ‘Alt+Shift+D’. This action will open the 'Data Request' panel, where users can select the required information to be put as request to the client. The Acting Office provides data request services for the following: a. Authentication code b. UTR (Unique Taxpayer Reference) c. VAT (Value Added Tax) details d. PAYE (Pay As You Earn) details e. Financial information f. Pension details g. Know Your Customer (KYC)
Additionally, a 'Custom' checkbox is available, which, when selected, allows users to customise their data requests for any other details not listed above. This flexibility ensures that all specific data needs can be accommodated.
Click on 'Save' to proceed and finalise the data request.
Creating a data request
Observe
Data can be requested for single or multiple services simultaneously.
Under the data link tab, a comprehensive list of all the data requests sent to the customer will appear, each entry accompanied by an assigned reference number.
By clicking on a reference number, a detailed dialog box will open, listing the services for which data has been requested. This dialog will also display the status of each request, along with the date and time when the request was sent.
To ensure the security of personal and confidential data, we employ a One-Time Password (OTP) mechanism which client would receive on his email. You can also click the reference number associated with the data request and select 'Get OTP.' The system will then generate a one-time password, which can be used to validate further information access.
Generating a One-Time Password (OTP) A status bar provides a clear indication of the request's progress: 'Pending' will appear next to requests that are awaiting customer response, while 'Completed' will appear next to those for which the customer has already provided the necessary information.
Status of data requests An edit icon is available to allow users to make any necessary modifications to the request.
Additionally, there is an option to send the data link request via email, facilitating seamless communication with the customer. New data link requests can be conveniently attached by clicking on the data request icon in the email section.
To enhance usability, filters are available for quick sorting and filtering of data requests, enabling users to efficiently manage and locate specific entries.
Editing, sending and filtering the data requests
B. Creating data requests for E-statements
Bank statements can be directly fetched from client’s bank records on entering bank details by the client. This is done through an e-statement request. To request an e-statement from the customer,
Simply go to the 'E-Statements' under the Data Link tab.
Click on the 'Add' icon, and a dialog box will appear. In this dialog box, type in the date range for which the information is required, specifying both the start and end dates, along with any relevant notes that may help clarify the request.
Once the necessary information is entered, click on 'Save', and the data request will be created with an assigned reference number for easy tracking. You can then email this to the client.
Creating data requests for e-statements
Observe
Upon opening the reference number, a box will appear that presents all relevant information, including the current status of the request.
Quick buttons are also available on compose email screens to create an e-statement request.
Once the client shares the e-statements using this link from the email, an email notification is sent to the accountant. Additionally, the e-statement that the customer forwards can be downloaded directly from this section, ensuring that all requested information is readily accessible and organised.
C. Creation of data request for payroll employee information
In order to process payroll and proceed with submissions to HMRC, we need information about employees from our clients. Payroll data request helps in requesting this information from clients through a secure link where they can easily share such information without any hassles.
To request employee details from a client, begin by clicking on the add request button under the Payroll review approval section to initiate an email request.
A canned email template will be presented, providing the flexibility to edit its contents or delete it altogether. This email can also be saved as a draft for sending later or removed if deemed unnecessary.
Observe
A comprehensive list of all data requests will be visible, each with a unique reference number. Furthermore, this list will display specific details such as the number of employees involved, the date of the request's initiation, and its current status. To enhance usability, filters are available for sorting and filtering requests.
Status of employee information requests Upon providing the information by client, clicking on the reference number will offer a thorough description of all requested employees and a verification button to create the employees in payroll module.
Sending the data request to the client
All the data requests created above can be sent to the client through email where a quick link would be attached on click of which the client would be redirected to information sharing screens. An OTP would be needed to access the link on the client’s end.
Quick email icon is placed next to each data request. Also, on the compose email screen, any pending data requests can be attached as a link in the email by click of a button.
Sharing of information on clients end
On click of the button in the email and authorising through OTP, the client would be taken to information sharing screens dependent upon the data for which the accountant has created the data request. Different requests that can be created above would appear like below on the clients end.
Authentication code - Here we are referring to the 6 digit alphanumeric code issued by Companies House in order to authorise information filed online which is equivalent to a company officer’s signature. The customer can provide the authentication code in the box provided. If unable to locate the authentication code, a detailed guide as to locate the authentication code is also available by clicking on ‘Can't find the Authentication Code’. A sample letter containing the authentication code and its placement will appear and if still not able to find the code, the client can confirm the request to be sent to the Companies House for delivering the authentication code to the displayed address.
Authentication code UTR - A Unique Taxpayer Reference (UTR) is a ten-digit code issued by HM Revenue and Customs (HMRC) to identify individual taxpayers and businesses for tax purposes. Just like authentication code, UTR can be provided in the box and if the client is unable to find the UTR then the similar ‘Can’t find the UTR’ is also available here.
UTR Financial information- Customers can securely share financial information using various methods: a. Connect software- Connect software allows the customer to share access to the financial information to their accountant using the software where they have prepared or uploaded the financial information.
b. Connect bank- The integration of Acting Office and Armalytix ensures that the bank statements can be digitally shared to the account manager with a simple login of the customer. The bank details will be automatically fetched upon login.
c. Upload CSV bank statements- Customer’s bank statements can also be shared via a CSV file. Simply click on the designated button, select the accounting period, and drag-drop or select the CSV file. Click ‘Next’ to proceed.
d. Update Trial Balance- This feature enables the customer to share the trial balance of the company. The customer can also manually input the account name along with their debit or credit amount. ‘Status’ icon will present the difference between the debit or credit amount. Trial balance can also be shared by uploading the same. Simply, download the template using the ‘Download Template’ icon, input the items and then upload the trial balance to the system using the ‘Upload trial balance’ icon. Click ‘Save’ to proceed.
e. Notes and attachments - Here the client can mention any further remarks and provide additional files to the accountant.
Financial Information Know your Customer- KYC or Know Your Customer, is a regulatory process mandated by HMRC to verify the identity and assess the risk associated with customers for financial institutions and other regulated entities. The identity proofs and the address proofs of the members of the business can be attached using this feature. More members can be added in the list using the ‘Add’ icon. Drop, drag or upload the required document for the member. Also, select the type of file attached using the dropdown.
Know your Customer Pension details- Pension details are the information related to individual retirement savings and benefits, managed and regulated by HM Revenue and Customs (HMRC). Input the name of the pension provider using the dropdown list. Add reference no. along with User ID and Password. Additional information can also be provided in the ‘Note’ section and any required attachment that needs to be shared can be attached.
Pension Details PAYE Details- PAYE refers to the system used by HM Revenue and Customs (HMRC) for collecting income tax and National Insurance contributions directly from employees' wages or pensions before they receive them. The basic details required from the employer are requested through this one. Customers can provide the PAYE reference number along with the Account Office reference number. Additional information can be shared using the ‘Note’ section and any required attachments that need to be shared can be attached.
PAYE Details VAT Details- VAT (Value Added Tax) details pertain to the taxation applied to goods and services sold in the UK, regulated by HM Revenue and Customs (HMRC). The customer can provide VAT no., VAT Scheme, VAT Reg. Date and VAT Rate % using the allocated boxes. Additional information can be shared using the ‘Note’ section and any required attachments that need to be shared can be attached.
VAT Details
Employee information
Clients would have to first fill PAYE basic details including PAYE reference number and Account office reference number. Also, they will then input the number of employees working in the organisation. Clicking on ‘Next’ button would help clients in moving to the next step.
The second set of information would be related to employee details for processing payrolls which is further split into below sections -
Personal information Input the employee's personal details, including full name, gender, date of birth, marital status, email ID and address.
Starter details Select the most relevant details from the provided dropdown list and choose the applicable options from the checkboxes.
Employment details Input all employment-related information, including the payroll ID, joining date, National Insurance frequency, tax code, and other necessary details.
Employee Details There are quick buttons to add and delete employees for whom the information has to be shared.
Observe
Customers have the option 'Save for Later' which enables them to defer submission to their accountant at a later date where the entire information is not handy with them.
Once the clients share information using these data links, an email notification is sent to the accountant. On verifying the information from data link tab at accountants end, these are added to relevant sections of Acting Office software.
Hope this is helpful.
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