What happens when I add a client in Digita?
This article is relevant to those Glide users that have connected Glide to their Digita SQL database. If you have not done this but wish to do so please contact The Glide Team.
The Glide connector has read only credentials for your Digita system meaning it can not write data to the Digita database, Digita do not make available APIs to enable a two way link.
This means that you need to create new client in Digita and they will automatically be added to the Glide system. The connector runs every 15 minutes to check for new clients and updates to client data.
Where a new client is detected the client will be added to the Glide system, we shall obtain the following information:-
- Unique identifier (this is a system level code for the client that is not changed, we use this to link the clients together across systems).
- Client code.
- Client name.
- Client type.
- Additionally for organisations:
- Registered number (only on incorporated clients).
- Tax reference.
- VAT number.
- Additionally for individuals:
- NI number.
- Tax reference.
- Date of birth.
- E-mail address.
Where a new client is detected and where the client type is incorporated the connector shall use the Company Number to obtain the following information from Companies House:
- Date of the next Year End expected to be filed.
- Date of the next Confirmation Statement expected to be filed.
- Date of incorporation.
- Whether the next accounts will be the first since incorporation.
We therefore recommend that when you set up a new incorporated client in Digita you should ensure you include the registered number immediately so that the connector can use it to obtain information from Companies House. If you use the Company Secretarial aspects of Digita then the registered number will likely be populated for you. The connector runs every 15 minutes (on 0, 15, 30 and 45) therefore if you create a client on say the 13th minute and fill in the registered number on 16 minutes the connector will not be able to go to Companies House to obtain this information.
Once the client is created in Glide then you need to ensure you complete the following steps:
- Go to the client card and ensure you are happy with the services that are set to active and those that are set to inactive. For those that are not familiar, the active/inactive concept is discussed here. This will be based upon your defaults and so you will need to activate any services that you are providing that have defaulted to inactive and vice versa.
- For each active trigger workflow system (e.g. Accounts/VAT/Management accounts etc) check the following:
- That you have a trigger date entered (Note that Accounts and Confirmation statement will have been populated for you, if the registered number was picked up by the connector)
- That the auto creation date is in the future. If it is today or in the past you will need to create the first job manually.
- For each active tax year workflow system (e.g. Tax returns/P11D) check the following:
- If you are past the auto creation date AND you require a job for that year then manually create the job. For example if your auto creation date shows as the 5th April 2018 (this will be creating the 17/18 return) and the current date is any day on or after the 5th April, then you will need to manually create the job for that year.
Once you have completed these steps you are good to go. All jobs will create automatically forever more.
A couple of FAQs:
- Why doesn't the connector create the first Accounts/Confirmation statement jobs where the data is obtained from Companies House? We are investigating adding this though it would never be possible where you have more than one route variation because you need the opportunity to set the route in case the client does not require the default route.
- Why doesn't the connector create the first Tax Return/P11D jobs? As above the multiple route scenario would prevent this. Here there is the further complexity that we can never be sure of which job is first. For example a client joining in October may have completed their tax return due the following January but equally they may not have, without the equivalent of the link to Companies House there is no certain way to tell.