# Account Managers
If your team manages many clients, you'll likely have a concept in your team structure where certain people look after certain clients. In Dext Precision, we refer to these people as Account Managers.
When you first create a Dext Precision client, you'll be automatically assigned to that client as the Account Manager. You can see who each client's Account Manager by their icon on the Client List card, and filter the list so that you only see the clients that you manage:
To change who the Account Manager is for a client, click on the client in the client list, then open the configuration menu from the Client Sidebar. Under this menu, you'll see an option for General settings:
Making sure that you have the right Account Managers assigned provides a streamlined view in the Client List and easy Flow assignment in Focus, as well as better practice performance overviews in the Practice Dashboard and Focus Dashboard.
# Client Tags
Dext Precision provides the ability to set tags for your clients, to help you organise your practice.
You can allow tags to be created on the fly within individual clients, or control them from only the team area. Tags can be set centrally from the Team sidebar under Configuration > Tags, where you can add, delete, and assign tags to multiple clients at once. (See screenshot above for Team-level Tag Management).
To assign tags to clients in bulk, from the central Tags view click on a purple tag to select it. You will be able to see below how many clients are associated with that tag. Click to open the list of clients associated/not associated with that tag, and search or select from the list to add or remove clients. Then click the Update button to set those tags.
To set tags against a client at the client level, from the Overview sidebar select Configuration > General. You'll see the option to search and select tags to apply to that client.
# Client Visibility
Dext Precision provides three options for determining who in your team can view a particular client's data. The following options can be selected from the Client Settings view:
Whole Team: everyone on your Dext Precision team can view this client's data.
Xero Users Only: only the users linked to the Client in Xero, with the Xero role of either Adviser or Standard will be able to view the client's data in Dext Precision. Dext Precision uses the email you signed up with to match to the user in Xero.
If Xero Users Only is selected, this view will show you which of your Dext Precision team members are eligible to view the Client, and will also list the users in Xero that are not part of your Dext Precision team yet - you can choose to invite them from here. Clients with Xero Users Only will also show a different visibility icon on the Client List.
Specific Users Only: only the users you have selected to view this client will be able to view the data in Dext Precision.
The default visibility setting for clients is Xero Users Only. However if you are importing a client and your email address does not match the user you have signed into in Xero, the default setting will be Specific Users Only, and you will be asked to select those specific users in a popup before the client can be imported.
# Client Overview
Clicking on a client card from the Client List will take you through to the management of that specific client.
This view highlights a selection of key alerts, metrics, activity stats, and also highlights any issues with the client's Lock Dates - find out more.
Clicking on any of these stats will take you through to the relevant tool or insight in Dext Precision to learn more. When clicking from the overview, Dext Precision opens these views in dashboard mode so you'll see the information with the same dates and parameters as we use for the Overview.
# Control Accounts
All Control account checks use the following logic to decide the alert level:
- All is well: if the Control Account balance is 0 and there is a Manual or GL Payroll Journal present in the last complete month
- All is well: the Control Account balance is equal to the amount posted in the Manual or GL Payroll Journal(s) in the last complete month, and (if relevant) the snapshot date is well in advance of the HMRC Deadline
- Warning: Contol Account and Journals balance, but a payment due date is approaching
- Error: No Manual or GL Payroll Journal found in the last complete month
- Error: No payment detected, and a payment deadline is past due
- Error: Control Account balance is non-zero and does not reconcile with balance of Manual or GL Payroll journals
# PAYE Status
This check balances manual journals against detected payments with PAYE account codes to ensure a correct PAYE status at a point in time. For Xero integrations, by default, the check calculates the PAYE control account balance based on account codes found under the reporting code LIA.CUR.TAX.OTH. You can change the account codes used by clicking the small cog next to the card title, where Dext Precision will suggest a number of account codes for easy setup. Expanding the card shows the detailed grid of PAYE transaction history for the last 6 months.
# Net Wages Status
This check balances manual journals against detected payments with Net Wages account codes, to ensure that it reconciles to 0 or the balance is as expected.
Similar to PAYE status above, you can change the account codes used by clicking the small cog next to the card title.
Expanding the card shows a chart of money in and money out, and the detailed grid of Net Wages transaction history for the last 6 months.
# Pensions Status
This check balances manual journals against detected payments with Pensions account codes, to ensure that it reconciles to 0 or the balance is as expected.
You can change the account codes used by clicking the small cog next to the card title. Expanding the card shows a chart of money in and out of the control account, and the detailed grid of Pensions transaction history for the last 6 months.
# Directors Loan Accounts
A Directors Loan is allowable in a UK business only up to £10,000; once the loan is over £10,000 the business is liable to high tax charges. This represents a significant pay point for the SME, and therefore a key area for accountants to advise. Accountants should therefore keep an eye on the DLA throughout the year. To help you with this, Dext Precision creates an alert when a DLA exceeds the £10,000 mark.
As per the other control accounts, Dext Precision will show a graph of the history of the control account as well as the journals and payments detected in the previous month.
The alert level relates to the extent to which the DLA is overdrawn:
- If the DLA is overdrawn over the limit of £10,000, Dext Precision will show a red alert.
- If the DLA is overdrawn below £10,000, Dext Precision will show an amber warning.
- If the DLA is not overdrawn, with a positive balance, Dext Precision will show a green check.
To monitor multiple DLA accounts, you can select multiple account codes for this check, and each will appear as a separate card within the check with its own graph.
# Corporation Tax
Please note that Corporation Tax is available for Xero clients only.
The Corporation Tax insight gives an estimate of the corporation tax accrued by a company for the current and previous financial years, based on UK tax rates and using the financial year-end dates in the Xero settings.
# Client-specific configuration
Reporting Codes are applied to all Accounts, and can be customised in Xero by your team. They are a great way of achieving reporting consistency across clients that have different chart of account configurations. But you only have visibility of Reporting Codes if you are a Xero Partner, and sometimes it is not feasible to configure these for every client you work with.
Dext Precision allows you to override the default corporation tax calculation for a client. By clicking on the cog beside an element of the corporation tax view you will see what is currently being used for that section of the calculation.
Clicking "change" allows you to specify individual account codes to either include or exclude,
depending on the section:
Specifying account codes means that the default calculation will no longer be used for this client, and Dext Precision will instead use the account codes provided. Upon clicking Save, the corporation tax will be recalculated for current and previous years based on the new configuration.
You can remove account codes from the calculation at any time, and removing all of them will result in the calculation reverting back to using the Dext Precision defaults.
# Capital Allowances
The Capital Allowances section of the Corporation Tax insight uses the Fixed Assets register in Xero to look for registered assets purchased during the date period. It specifically looks for:
- Fixed Assets with a status of "Registered" (i.e. Draft won't count)
- Fixed Assets with a purchase date that falls within the start and end dates you've set at the top of the Corporation Tax view
# Scheme Thresholds
For example, you'll get an alert at the top of the VAT insight if you exceed a threshold:
And similarly Dext Precision also warns you if you are approaching a threshold:
# Payment Detection
Xavier will try and detect if a previous period's accrued VAT has been paid to HMRC or not, by searching for reconciled bank transactions within 6 months of the end of the period, with:
- a GL Account with the Reporting Code of
- a payment amount within a 2% variance of the estimated amount for the period
If such a payment is found, the Payment Detected field will be set to "Yes". Clicking on this will take you straight through to the bank transaction in Xero.