N.B. We now class RDCO Reporter as Legacy Software. We will endeavour to support existing users for as long as possible, but we are not looking for new sales.
A specialist reporting tool for registered dealers in controlled oil (Fuel Distributors), working in conjunction with Synergy Profile and Sage Line 50 to produce RDCO HO5 returns in CSV or manual formats for submission to HMCE.
RDCO Reporter is a data validation and reporting tool for use as part of a system for preparing RDCO HO5 returns. RDCO Reporter has been developed in close consultation with HMCE and the processing performed by RDCO Reporter has been reviewed in detail by the HMCE Computer Audit department.
RDCO Reporter is built on top of our existing Synergy Profile add-on. Profile is an invoice and purchase order archiving and analysis tool with a track record going back over 10 years. Its main uses are for sales support (e.g. viewing a customer's detailed sales history on screen during sales calls) and for sales analysis (e.g. producing reports to assess customer or product line performance). It was an enquiry from a fuel distributor who is a long term user of Profile that led to the development of RDCO Reporter.
RDCO Reporter prepares HO5 returns from data held in Sage Line 50 stock based sales invoice plus customer records. Because RDCO Reporter mainly works with stock based sales invoices, you need to be using Sage Line 50 Financial Controller or Accountant Plus. RDCO Reporter is not currently compatible with the simpler Sage applications such as Bookkeeper and Instant, or with other accounting software.
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- RDCO Reporter can be taught to recognise which of your sales are for relevant oils (e.g. gas oil and kerosene).
- The nature of oil supplies (e.g. transfer to a distributor, pump sale, bulk sale for a specific use, etc.) can be recognised at invoice item level, or from entries in the customer record. HMCE would prefer all supplies to be detailed at item level, but if your system of data recording provides sufficient evidence of duty of care the customer record entries provide benefits in ease of use.
- RDCO Reporter was designed from scratch with flexibility as a high priority. The extra data needed for RDCO analysis can be stored in 'spare' Line 50 data fields of your choice. If you have already started recording RDCO data, there is a good chance that RDCO Reporter can adapt to your system.
- In the customer record at least one 'spare' field is usually required; typically this will be an analysis field or some other field that you don't already use, such as trade contact or www. For invoice item level detail the most popular 'spare' field so far has been Job Reference, but any other spare field (ideally a text field) could be used. Depending on your business processes, some users might also require a spare field in the main part of the invoice.
- Domestic sales are automatically assessed against the 'de minimis' criteria, so you don't need to decide whether a sale is HO5 section 1 or HO5 section 4, use code 7 or 8, it need only be classed as domestic.
- RDCO Reporter validates Line 50 customer and invoice data for delivery post codes, VAT numbers, customer types and use codes, producing a validation report to help you correct any problems found.
- As well as allowing for stock based invoicing, RDCO Reporter also allows "section 2" supplies (i.e. pump or similar dispenser) of other types (e.g. a yard pump for which you record sales in a cash book, occasionally posting the figures to the accounts using a batch invoicing and stock adjustments) to be added in as aggregate totals.
- Working from your data, RDCO Reporter will prepare monthly RDCO returns, allowing for both electronic and manual returns. Manual returns can printed on plain A4 paper using an inkjet or laser printer, or output in a variety of file formats, including PDF, for archiving. Even if you intend to submit electronic returns you may find the manual return equivalents useful, so that you can review the figures that you are sending.
- In addition to HO5 returns, RDCO Reporter provides supplementary reports giving more detailed views of the transactions used to produce the totals shown on RDCO returns; you might find this extra detail to be useful management information.
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Samples HO5 Manual Return pages can be viewed on line
The data used to produce these samples is available on for download on request.
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Is RDCO Reporter HMCE approved?
HMCE have been closely consulted during the development of RDCO Reporter, to maximise compliance with their requirements, and the processing performed by RDCO Reporter has been reviewed in detail by the HMCE Computer Audit department, but Skyewright does not claim that the software has been approved by HMCE.
Why isn't it approved?
HMCE does not give blanket approval to software applications, only to specific installations being used within individually agreed operating procedures. RDCO Reporter has been designed to be useful as part of such a system (and has been closely examined by HMCE Computer Audit in that light), but it is the system as a whole that counts and using potentially suitable software cannot guarantee suitability of the whole system. This situation is not unique to RDCO Reporter, it applies equally to any software of a similar nature. If you have any doubt on this point, you are welcome check with your local HMCE officer.
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Users of RDCO Reporter include:
- Adler & Allan Ltd
- Associated Agricultural Oils Ltd
- Banwy Fuels
- County Lion Fuels Limited
- Four Counties Environmental Services
- Anglesey Oil
- G D Jones & Son
- Grampian Fuels
- H V Bowen & Sons
- Imperial Heating Oils
- James Pickstock Ltd
- MIDFUELS LTD
- Midland Fuel Oil Supplies
- Nolan Oils
- Northover Fuels
- Pilkington Oils
- Preston Fuels
- Simpson Oils
- Turriff Fuels
- Winson Petroleum
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